Where to store files and data IT and Library Services

The following information is a best practice guide for staff on how to store work related files and data. It is the responsibility of each member of staff to ensure that their work related files and folders are saved in the correct location.

The University Staff Shared Drive "U"

The U:\ drive is a network resource for storing work-related files, folders and data that are accessed and shared amongst a school, office or group of colleagues. The structure of the U drive presents a series of top level folders that are named for schools, offices or functional groups. Depending on your membership of various groups, and access rights that have been granted to your account, you will see either one or more of these folders.

What should the 'U' drive be used for?

  • Saving and storing files and data relating to work or research that do not need to be held as private to the individual
  • Saving and storing information related to the operation and administration of University processes you are involved with and the group(s), schools and offices you belong to
  • Saving and storing Information which needs to be shared with other members of those groups for this purpose
  • Setting up a collaborative space for staff across departments to access the same files and data

It must not be used for saving and storing:

  • Any information that is not work related
  • Any personal media (personal music, films, TV, photos and other images, games, software)

To request the creation of a shared area on the 'U drive' please contact the Helpdesk who will inform you of the necessary steps and required levels of authorisation. If you require additional space for your school or office area on the 'U drive' please contact the Helpdesk who would be pleased to assist with this requirement. It is important to anticipate any significant growth in data requirements so that these can be provided in a timely manner in advance of when they may be required.

The home drive 'G'

The 'G:\' drive is a network resource for storing personal work-related files, folders and data. Initially all staff are allocated a starting quota of 300MB. Should you require more space please contact the helpdesk who would be pleased to assist you with this requirement.

What should the 'G' drive be used for?

  • Saving and storing work related information which is personal to the individual
  • Saving and storing small volumes of files which are in development by an individual before they are ready to be saved to the school or office networked shared area on the 'U' drive
  • Saving and storing information that is work related that you may need to access in different locations. (For example teaching material to present in classes or labs) These should not be stored on the U drive.

It should not be used for:

  • Any information that is not work related
  • Any personal media (personal music, films, TV, photos and other images, games, software)
  • Any application programs
  • Non work-related personal files (not listed above)
  • Work related files which need to be shared with other staff. (These should be saved to the U drive.)

It is important to remember that data on the U drive and G drive is backed up regularly. Therefore it is your responsibility to ensure that information that is essential to either your own work or that of your school, office or the University must be saved in the appropriate U or G drive. If you are also in the habit of making your own backups (to USB, DVD, CD etc) you may wish to continue do so but after ensuring that the copy is also stored centrally.

'Documents Library' folder under Windows 7

The 'Documents Library' folder under Windows 7 is actually mapped to a location on the 'G' drive called 'My Documents'. This is to ensure that any documents or other data is saved to the network and included in the regular backups. If you are already in the habit of saving your files to 'My Documents' or the 'Documents Library' then you will notice that this folder is visible on your G drive and can also be accessed directly.

It is important to perform regular housekeeping of the data that you have saved in 'Documents' and the 'G drive' to ensure that you are not inadvertently saving any non-work related material and using up your allocated quota.

If you have manually saved a work related document or file to some other location then it is your responsibility to ensure that you have either moved the file to the G drive, Documents Library or the U drive as appropriate.

Local C drive, USB drives etc.

Data stored on the C drive or any peripheral devices will not be included in the regular backup. Again, it is the responsibility of the staff member to ensure that they engage in good data management practices and housekeeping to move files to the appropriate location as described above. It is important that you understand that should it become necessary to upgrade or replace your desktop, no backup will be taken of any files located on the C drive and peripheral drives (such as 'D' or 'E').

Last Updated: 28 Sep 2016