ITS provides file storage solutions for the University that are appropriate for storing your work-related data and files. When working from home on either personal or University-owned devices, no University data or files should be stored on your device's local drive or any external hard drive connected to your computer.
Working with individual work-related files
- UAlbany faculty, staff and students each have 1TB of storage in OneDrive for Business as part of Microsoft 365.
- OneDrive for Business is a personal document library intended for storing and organizing your documents and other files.
- You can access your OneDrive for Business files from anywhere, including a web browser or a mobile device, and directly from Microsoft 365 apps like Word, Excel, and PowerPoint.
You can choose to share files with others within and outside the University.
- UAlbany faculty and staff have a U: Drive Home Folder with 5GB of storage. This quota can be increased by request up to 25GB.
- It is file storage space for each individual to store files that do not need to be accessed by others.
To access your U: Drive from off-campus, you must be signed into the University's VPN. See File Storage - Mapping Network Drives for information on how to connect to your U: Drive.
Working with group work-related files
- UAlbany faculty, staff and students can use Microsoft Teams to share files, edit and collaborate on documents, take notes, host & join virtual meetings, and chat with individuals or groups from any device.
UAlbany faculty, staff and students can create a Team in Microsoft Teams that provides 1TB of storage for files for your team.
- Each division of the University has a large divisional file space which has a quota that is applied to its entire divisional space. All department folders in that space share that quota.
It is a collection of shared department folders. When a member of a particular division looks at their divisional space they will only see the department folders for which they have been granted access. So, the view may be different from one person to the next.
Other File Storage Options
ITS recommends the storage and collaboration tools listed above. There are other options for specific uses available.
Emailing Sensitive or Protected Data
A common need different from "sharing" files is emailing other parties a copy of the current or final version of your file. It is very quick and easy to accommodate the need to distribute a file, but it has its limitations. You may continue working on the original file, but the other parties do not see any updates to your work unless you choose to send them another copy.
You must also be careful when sending a file containing sensitive or protected data. Such files sent in email to non-UAlbany email addresses travel over the public internet in plain text. It is highly recommended that such data be encrypted using one of the procedures below before attaching the document in email:
Need more help? Contact the ITS Service Desk.