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File storage

IT Service

File storage

We strongly encourage the use of cloud storage where possible. This will enable file sharing, real-time collaboration, reduce the risk of data loss and allow you to access your data from any device, anywhere.

Several file storage options are available at the University of Worcester, the information below is designed to help you utilise the appropriate storage platform.

Which platform should I use?


OneDrive is your personal work storage area for storing files that are not business-critical to your department, school or area.

To learn more please visit our OneDrive page.


SharePoint as a service at the University of Worcester is defined as a document storage and collaboration area designed for storing business-critical data.

To learn more please visit our SharePoint page.

Microsoft Teams sites

Microsoft Teams sites feature file storage based on the SharePoint framework. Teams sites expire after 180 days of inactivity, therefore Teams sites are defined as short-term collaborative areas used for a time-limited projects or joint ventures.

To learn more please visit our Microsoft Teams page.

O: Drive

The O: Drive is our on-site storage area for storing your department, school or areas business critical files. Accessing the O: Drive typically requires the on-campus wired network connection however you can also access the O: Drive using Windows Virtual Desktop.

To learn more please visit our O: Drive page.

Portable storage

We advise to use cloud storage solutions such as OneDrive and SharePoint where possible. We understand that sometimes there’s no choice but to use portable storage media such as a USB flash drive or an external USB hard drive.

If you have a requirement to use portable storage media you must ensure that it is protected using BitLocker, this will protect the data if the drive is lost or stolen.

Learn more about using portable storage safely

Information Assurance

Information Assurance covers a range of information related legislation including information security, data protection, document and record management and freedom of information. Information systems and the processing of data, both personal and non-personal, underpin the University’s activities and are essential to its teaching, research and administrative functions. 

It is therefore essential that all members of the University play their part in safeguarding the availability, integrity, confidentiality and authenticity of the information they hold or access.

For more information about information security and data assurance, please visit the Information Assurance website.

Learn more about Information Assurance

Information Classification and Handling

The correct classification of information is important to help ensure the prevention of data breaches and to minimise the impact of such breaches if they do occur. As well as being good practice, the classification of information and data helps to ensure that the University remains complaint with Data Protection and Freedom of Information regulations.

Learn more about the Information classification and handling

Records and Document Retention Schedule

The Records and Document Retention Schedule describes the time periods for which records should be retained by the University in order to comply with operational and legal requirements, including data protection legislation.

The Retention Schedule relates to both paper and electronic records (hard and soft copies).

Learn more about the Records and Document Retention Schedule

Information Security Training

UCISA Information Security Awareness Training

This course is available via LearnUpon. This is a self-paced course aimed at developing a broad awareness of Information Security issues among University staff. It lasts approximately 100 – 110 minutes including a test at the end.

Learn more about this course

GDPR, Data Protection, FOI and Information Security

This staff development workshop presents an overview of data protection legislation and sets out the University’s legal obligations. Practical guidance for staff is provided to enable best practice when dealing with personal data.

Staff Development Workshops

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