Sharing data with collaborators

The University provides several options for sharing data with collaborators, and a number of external solutions are also available. The appropriate option to choose depends largely on the nature of the data to be shared: the size and quantity of the files, how often you expect them to change, how sensitive they are, and so on.

Using University Shared Drives (L, S, Z)

Shared drives are a shared storage space managed centrally by Information Systems & Support. It is straightforward for members of the University to access. To have a shared drive contact the Service Desk.

OneDrive

Within Office365 you have access to 1TB cloud storage via ‘One Drive’. You can also use Microsoft Office applications (Word, PowerPoint and Excel) to create documents, and share and collaborate with colleagues.

Google Drive

You can also store and share files on Google Drive. Just log in using your usual University of Westminster username with @my.westminster.ac.uk and password. However, please remember that documents stored on Google Drive are not as secure as those stored on the Hub.

Westminster Blogging Service

The University Blog Service (UBS) is a WordPress multi-site platform available for use by current faculty, staff, and students.

WordPress is a free, open source blogging tool and a dynamic content management system (CMS) based on PHP and MySQL. It is currently the most popular CMS in use on the internet.

All staff may request and administer blogs. Both students and people outside of Westminster may contribute to blogs.

See University Blog Service (intranet link, log in to access) for further information.

Using external cloud storage

External services such as DropBox can be a convenient way of sharing files, but you should be aware of the following issues.

  • They may store your data in a way that breaches Data Protection legislation.
  • They should be considered fragile from the point of view of security and reliability, and should never be relied on as the sole location of a file.
  • At least one other person at the University of Bath must have access to the files.
  • Some client applications cannot be installed on University PCs; in general only Web clients should be used.

Further information See store files (intranet link log in to access) for further information on storage options, classification of documents and how to identify appropriate storage tools.