Let\u2019s face it, between juggling teaching, meetings, minutes and maybe even a paper or two, data storage probably isn't top of your to do list. But, where (and how) you save your documents, research, or that ever-growing spreadsheet really matters.\u00a0Whether you're a researcher wrangling survey results, or staff coordinating the next open day, here's your no-nonsense guide to storing data and information at the University.<\/p>\n
You\u2019ve worked hours on a document, closed your laptop, and... where did you save it again? Here\u2019s the golden rule: always use University-approved systems<\/a>. That means saving your files to the University of Bath's OneDrive, SharePoint, or Microsoft Teams. These platforms are:<\/p>\n Secure<\/p>\n<\/li>\n Backed up (here's how to restore deleted files<\/a> or retrieve previous versions<\/a>)<\/p>\n<\/li>\n Collaborative (more on sharing below!)<\/p>\n<\/li>\n<\/ul>\n At Bath, files stored in OneDrive and SharePoint are backed up for three months, so if you accidentally delete that 5,000-word committee paper, you\u2019ve got time to restore. There are also some handy hints and tips around OneDrive, Teams and SharePoint in the Learning Pathways.<\/a><\/p>\n Please do not upload your files to third-party systems like Dropbox or personal Google Drive accounts. They might be convenient, but they're not within the University's control, meaning your data could be at risk.<\/p>\n Finally, if you're a researcher, the Research Data Service<\/strong> is your best friend for all things storage.<\/a><\/p>\n It\u2019s not just your digital files that matter. Got printed research consent forms or confidential paperwork? Store them securely, like in locked cabinets or restricted-access rooms. Only authorised persons should have access. Think library cards and locked drawers as having similar levels of security.<\/p>\n Over time, your Teams channel(s) gets crowded, your folder permissions get a little messy, and before you know it, people who\u2019ve left your team are still lurking with edit rights.\u00a0Take five minutes every so often to review access, both digital and physical. If someone\u2019s moved on (or you\u2019re about to), tidy up those permissions. You could set reminders to do this in your calendar every semester for example.<\/p>\n If you are leaving the University, it is your responsibility to make sure your files are transferred to a shared SharePoint, or Microsoft Teams channel before you go. If leaving, your permissions and access will be withdrawn so this makes sure the data and information are not lost when you go.<\/p>\n We know it\u2019s tempting to keep everything \u201cjust in case,\u201d but hoarding data isn\u2019t just inefficient, its expensive and could cause us legislative problems.<\/p>\n Check the\u00a0University Records Retention Schedule<\/a>\u00a0to find out how long certain information needs to be retained, and whether it should be\u00a0archived or disposed<\/a>\u00a0at the end of its retention period.<\/p>\n \u2705 Use University-approved systems like OneDrive, SharePoint, Teams<\/p>\n<\/li>\n \ud83d\udc65 Review who has access regularly<\/p>\n<\/li>\n \u23f3 Don\u2019t store data longer than necessary<\/p>\n<\/li>\n<\/ul>\n <\/p>\n Our next blog post will be on Using Data and Information.<\/p>\n","protected":false},"excerpt":{"rendered":" Let\u2019s face it, between juggling teaching, meetings, minutes and maybe even a paper or two, data storage probably isn't top of your to do list. But, where (and how) you save your documents, research, or that ever-growing spreadsheet really matters.\u00a0Whether...<\/p>\n","protected":false},"author":2000,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[2],"tags":[4,5,17,18,16,19],"class_list":["post-21","post","type-post","status-publish","format-standard","hentry","category-data-and-information-management-guide","tag-data","tag-information","tag-onedrive","tag-sharepoint","tag-storing","tag-teams"],"acf":[],"jetpack_featured_media_url":"","_links":{"self":[{"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/posts\/21","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/users\/2000"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/comments?post=21"}],"version-history":[{"count":0,"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/posts\/21\/revisions"}],"wp:attachment":[{"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/media?parent=21"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/categories?post=21"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.bath.ac.uk\/data-and-information-management\/wp-json\/wp\/v2\/tags?post=21"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}\n
Don\u2019t Forget Physical Data<\/h2>\n
Access All Areas?<\/h2>\n
Don't Hoard It, Sort It<\/h2>\n
<\/h1>\n
Summary<\/h1>\n
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