Data Storage and Sharing

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 Microsoft 365 at http://office.tcd.ie.

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 Microsoft 365 at http://office.tcd.ie.

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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

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 Microsoft 365 at http://office.tcd.ie.

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

Trinity's MyZone Google Drive provides students with 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.

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

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 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.

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.

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

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 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