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Data Storage and Sharing Overview

Data Storage and Sharing Overview

As a staff member or student, you have several options for the storing, saving and sharing of your files and data.

On this page, you'll find a short description of the options available, along with links on how to get started with each option.

Who can use this service?

Staff and Students

Getting started

When storing data you should consider the following to help you choose the most appropriate service:

  1. Type of data that you are storing
    e.g. Public, Internal, Restricted, Critical
  2. Where you will need to access it from
    e.g. Within Trinity, Outside Trinity
  3. Who you will need to share it with
    e.g. Staff, Students, External Research Partners, Other Universities

For a guide to classify your data type, as per point one, see the Data Classification page.

For information on the sharing and access features of each service, as per points two and three see each service box or the Quick reference grid.

Data storage services

Microsoft OneDrive

Microsoft OneDrive provides staff and students with 1TB of personal cloud storage. The service provides storage for many types of files (word documents, pdfs, folders, photographs, video files, etc.) with access on campus or off campus without need of a VPN as it utilises Two Step Sign-In to ensure secure access.

Sharing and Access

Because OneDrive stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with colleagues, students and external partners.

If sharing with external parties they will be required to verify their account prior to accessing the document. More information in OneDrive Basics

Security and Privacy

Data will be securely hosted by Microsoft in Europe in compliance with relevant legislation, you should be aware that the security of data held online in OneDrive is dependent on the strength and privacy of your Trinity username and password.

More information

You can view our service page on OneDrive to learn more.

Login

You can access OneDrive through Office 365 at http://office.tcd.ie.

Microsoft SharePoint Online

SharePoint Online allows staff to access team files and documents from your computer, laptop, tablet or smartphone, on campus or off campus without need of a VPN as it utilises Two Step Sign-In to ensure secure access. It also give a place for news, links and other information pertinent to the group.

Sharing and Access

Because SharePoint stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with colleagues and external partners.

If sharing with external parties they will be required to verify their account prior to accessing the document. If staff are accessing outside of Trinity Network they will need to verify themselves using Two Step Sign-In

Security and Privacy

Data will be securely hosted by Microsoft in Europe in compliance with relevant legislation.

More information

You can view our service page on SharePoint to learn more. (Link to come)

Login

You can access SharePoint through Office 365 at http://office.tcd.ie.

Microsoft Teams

Microsoft Teams provides staff and postgraduates with a central place to work together online, with files kept in cloud storage, chat, planner, wiki and other productivity tools.

Sharing and Access

Because Teams stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with colleagues and external partners.

If sharing with external parties they will be required to verify their account prior to accessing the document. If staff are accessing outside of Trinity Network they will need to verify themselves using Two Step Sign-In

Security and Privacy

Data will be securely hosted by Microsoft in Europe in compliance with relevant legislation.

More information

You can view our service page on Teams to learn more. (Link to come)

Login

You can access Teams through Office 365 at http://office.tcd.ie.

Network Attached Storage (NAS)

The NAS service allows staff and students in Trinity to store data on a central network server, to provide a secure central access point to a large set of data with round-the-clock availability.

Sharing and Access

This centralised data service can be securely shared out to selected staff and students by managing the relevant permissions, based on their Trinity username. NAS data storage folders can be connected to by the approved end users from any computer connected to the Trinity network and from computers connected via the staff VPN service, which allows staff to connect to the Trinity network when off site.

Security and Privacy

Data will be securely hosted by Trinity on our campus based servers. You should be aware that the security of data held on NAS storage is dependent on the strength and privacy of your Trinity username and password.

More information

For more information see the Network Storage Service Page

MyZone Google Drive

Trinity's My Zone Google Drive provides students with unlimited personal cloud storage. The service provides storage for many types of files and data (word documents, pdfs, folders, photographs, video files, etc.), it also allows for files to be created in the drive using Google Docs, Sheets and Forms. As this account remains active for students after their time in Trinity, it is ideal for storing assignments and sharing course documents.

Access and Sharing

Because Google Drive stores files online, you will be able to access them from any internet-connected device using your Trinity username and password. You can also collaborate and share files with fellow students, staff, family and friends.

Security and Privacy

Data will be securely hosted by Google in Europe in compliance with relevant legislation, you should be aware that the security of data held online in Google Drive is dependent on the strength and privacy of your Trinity username and password.

More information

You can view our service page on Google Drive to learn more. Please note My Zone Google Drive is only suitable for student data and not for staff or research project use.

Login

You can access Google Drive via MyZone at http://myzone.tcd.ie

Storing Data on Trinity computers, laptops and mobile devices

Computers

As all staff access and store data on their Trinity provided Computers it is important to ensure that this data is held securely, staff should ensure that they have anti-virus software installed that their devices are configured securely.

Other devices

Particular care should be exercised when using devices such as laptops, smart-phones, tablet devices, external hard-drives and USB keys to access/store confidential information.

Their size, and ease of portability, increases the potential risk of data disclosure/loss. Such a loss can potentially have a severe or catastrophic adverse effect on Trinity's operations, assets, or on individuals.

It is vital to ensure that this data is held securely, staff should ensure that they have anti-virus software installed that their devices are configured securely and that devices are encrypted to protect data in the event of theft or loss of the device.

It is also essential to ensure that important data is backed up regularly.

Research Databases

Research IT (previously The Trinity Centre for High Performance Computing, TCHPC) offer a number of Trinity wide and consortia/project specific storage facilities and data management services.

How to access this service

Check eligibility at the Research IT website.

Things to note

All research data owners are expected to follow the guidelines provided in the Trinity Good Research Practice, the Data Access and Data Management Policy and should be mindful of their obligations under the Data Protection acts.

HEAnet FileSender

FileSender is a web-based application, usable by both staff and students, provided by HEAnet that allows the secure sending of large files. It is not a storage service, as files are deleted after a set time frame.

Access and Sharing

Because FileSender is a web based application it can be accessed from any device with an internet connection and used to send files to staff, students and external bodies such as research partners and other Universities.

Security and Privacy

Data will be securely sent by HEAnet, and will be held until the date you set as expiry for the file, you should be aware that the security of data held online with FileSender is dependent on the strength and privacy of your Trinity username and password, as these are the credentials you use to access the service

More information

You can view our service page on HEAnet FileSender to learn more.

Login

You can access FileSender via the HEAnet website at https://www.heanet.ie/services/hosting/filesender

HEAnet Media Hosting

This is a HEAnet shared service, for staff and students, which provides facilities for hosting online video content that can then be embedded into any website. The service supports transcoding of multiple video formats.

Access and Sharing

Because Media Hosting is a web based application it can be accessed from any device with an internet connection. This service can be used to host files and share with staff, students and external bodies such as research partners and other Universities.

Security and Privacy

Data will be securely hosted by HEAnet, you should be aware that the security of data held online with Media Hosting is dependent on the strength and privacy of your Trinity username and password, as these are the credentials you use to access the service.

More information

You can view our service page on HEAnet Media Hosting to learn more.

Login

You can access Media Hosting via the HEAnet website at http://media.heanet.ie/

Microsoft Forms

Microsoft Forms is a simple, lightweight app that lets you easily create surveys, quizzes, and polls. Here in TCD, it can be used to create quizzes, collect feedback from lecturers and students, or plan class and staff activities. When you create a form, you can invite others to respond to it using any web browser, even on mobile devices. This would be an alternative to using other services such as Survey Monkey.

  • As results are submitted, you can use built-in analytics to evaluate responses. Form data, such as quiz results, can be easily exported to Excel for additional analysis or grading.
  • If you are using Forms to collect any type of sensitive data you must ensure that you are handling, processing, storing and accessing it correctly, same rules apply if you are exporting the data to Excel or any other format.
  • Forms is not suitable for collection of critically sensitive data such as Medical data or sensitive personally identifying data.

Security and Privacy

When creating a form, you must include the University’s privacy policy within the form’s description field.

“I understand that the information I provide is being collected for the purposes described in, and will be used in accordance with, the University’s Privacy Notice (available at https://www.tcd.ie/privacy/).

More information

for more information on Microsoft Forms, please visit Microsoft's Support Centre.

Login

You can access Microsoft Forms at office.tcd.ie

Quick Reference Grid for Data Storage

What are the features of each service

Storage Type Can I access this from outside Trinity Can I share with staff or students Can I share with external collaborators How much Storage is available What data type can I store here
Microsoft OneDrive * Yes Yes Yes 1 Terabyte Up to and including Restricted data
Microsoft SharePoint Online* Yes Yes Yes 1 Terabyte Up to and including Restricted data
Microsoft Teams * Yes Yes Yes 1 Terabyte Up to and including Restricted data
Network Attached Storage (NAS) via VPN with Staff No Depends on agreement Up to and including Restricted data
MyZone Google Drive Yes Yes Yes Unlimited

Personal / Study documents only

Trinity Computers and mobile devices + No No No Device Specific Up to and including Restricted data
Research Databases Depends on agreement Depends on agreement Depends on agreement Depends on agreement Up to and including Critical Data
HEAnet FileSender Yes Yes Yes Unlimited Up to and including Restricted data
HEAnet Media Hosting Yes Yes Yes Unlimited Up to and including Restricted data

Notes:

* OneDrive/SharePoint/Teams are not suitable for the large-scale storage of critically sensitive data such as Medical data or large databases of personally identifying data

+ Data up to and including Restricted data can be stored here, provided all steps to secure the device have been taken. Please see Trinity Computers and mobile device information.

Need further help?

Search the Knowledge Base for answers to commonly asked questions.

Still need help? Contact the IT Service Desk by one of the below methods.

Service desk opening hours are:
Monday - Thursday: 9.00am - 5.30pm
Friday: 9.00am - 5.00pm