Best Practices for Data Storage & Management

UNBC ITS has provided the following guidelines & recommendations to store your documents and files.  

Storage Application Storage Capacity Typical Use Case  Supported OS 
1 TB per user Personal work related files

Windows/Mac

Linux/Mobile

10 GB per user, 25 TB per site collection University files for all employees

Windows/Mac

Linux/Mobile

10 GB per user, 25 TB per site or group Departmental & teams files

Windows/Mac

Linux/Mobile

SharePoint On-Premises - Discontinuing March 2023 10 GB per user Discontinued March 2023

Windows/Mac/Linux

Personal Storage (H Drives) - Discontinuing September 2025 250 MB Discontinued September 2025

Windows/Mac/Linux

Shared Storage (G Drives) - Discontinuing September 2025   Discontinued September 2025

Windows/Mac/Linux

Research Management 1TB per user  Research related files

Windows/Mac/Linux

How to Classify your Data

Public: Factual information made available to the public or information that can be released to the public if requested without needing to be assessed and severed.

Examples: Business contact information, promotional materials, information posted on UNBC's public websites, syllabi, active institutional polices and procedures, job descriptions, job postings, minutes of public meetings, large pool statistics, published materials such as academic calendars.

Internal: Factual information, advice, recommendations, drafts of records that may be damaging to the institution or an individual if that information is reviewed out of context.

Examples: Meeting notes of informal meetings, records highlighting unofficial recommendations, personal opinions or character references about individuals, employment groups or departments at UNBC, planning documentation, personal correspondence, any drafts of records found in the public category, small pool aggregated statistics subject to mosaic effect.

Sensitive: Factual information or draft records that can be reasonably expected to cause harm to an individual or the organization after unintentional or malicious release.

Example: Personnel records, official employee evaluations, individual demographic information, personal contact information, legal advice, student/employee/ ID's, employment relations records, credit card information, grades.

Restricted: Factual information posing the greatest risk of leading to identify theft of individuals in the university community after unintentional or malicious release.

Example: Criminal record/credit check information, identity records (information from: drivers license, BC ID, services card, SIN's, passports, study/work permits, temporary residents visa's, completed legal change of name forms)

 

Data Storage Locations

OneDrive

The preferred location to store your personal work documents and files is your OneDrive.

OneDrive offers seamless collaboration capabilities, online and offline document editing and syncing, and editing and syncing files across web, mobile, and desktop.

Each UNBC employee and student has access to a 1TB Microsoft OneDrive, available via your UNBC account credentials in Microsoft 365. Your OneDrive is accessible from any internet-connected device. If your OneDrive reaches the 1TB capacity please contact the ITS Service Desk.

To check how much space is left in your university Office 365 OneDrive:

1) Go to office.com and login to your Office 365 account with your UNBC credentials (username@unbc.ca).

2) Select the One Drive application.

3) Click the settings  icon and select OneDrive Settings.

4) Click More Settings.

5) Under 'Features and Storage' click Storage Metrics

6) The amount of storage you have remaining is shown in the top right corner of the page.

To learn more about file sharing with OneDrive please see our knowledge base article:


SharePoint Online  

The preferred location to store your university files for all employees is SharePoint Online.

To access your SharePoint Online or Microsoft Teams:

1) Go to office.com and login to your Office 365 account with your UNBC credentials (username@unbc.ca).

2) Select the SharePoint Online application or Microsoft Teams

Note: You can download the desktop version at Download Microsoft Teams Desktop and Mobile Apps | Microsoft Teams. For the mobile app you can download it from the iOS App store or the Google Play Store.

SharePoint Online is a Microsoft Office 365 cloud-based service that helps users share and mange content, knowledge and applications, encourage teamwork and facilitate seamless collaboration across the organization. It provides a secure location to store, exchange and access data from virtually any device and all major online browsers. 


Microsoft Teams

The preferred location to store department documents and files is Microsoft Teams.

Microsoft Teams is a chat based application that offers a workspace for real-time communication and collaboration, file and app sharing. You can create teams and channels for tracking projects, conversations, files and meetings.

Every M365 Team has a SharePoint site created automatically for it, to store all file content. Standalone SharePoint Online sites (with no Team attached) can also be created. 

ITS creates the Team, assigns the ownership of the Team, once IT has confirmed that the Team is functional and the Owner is able to access the Team, ITS removes itself from user level access to the Team. 

It is the responsibility of the Owner of the Team to maintain the membership of the Team. The Owner of the Team can add additional Team Owners and delegate responsibility as they choose. The Microsoft recommended best practice is to have at least two Owners per Team. To create a new Team, please put in a new support ticket with ITS. 

Any files shared via direct chat are stored in the personal OneDrive of the person who shared the file, and sharing permissions are automatically applied to allow access for all other members of the chat. 


SharePoint On-Premises (myu.unbc.ca & our.unbc.ca)

Please note that ITS will be discontinuing the use of SharePoint On-Premises as of March 31st, 2023.

Note: This does not affect the new student portal (https://experience.elluciancloud.ca/unbc/)

As of March 31st 2023, SharePoint on-premises is set to be decommissioned by UNBC ITS when existing content has been migrated to M365. 

 Why do we need to take this action? 

Microsoft no longer supports the legacy software and hardware that SharePoint On-Premises is running on. 

How to Prepare 

  1. Analyze your content 

    • Go through your data in SharePoint and make a list of what files you want to move. 

  2. Submit a ticket request with the following information

  • Name of User & Department requesting the migration

  • Each SharePoint server site URL where your content is located

  • Location of where you want your data moved to etc Microsoft Teams, One Drive or SharePoint Online

    • Example: If you want that specific URL migrated to Microsoft Teams, you need to provide the specific team & channel so that your content will be migrated accordingly.


Personal Storage (H: Drives) 

Please note that ITS will be discontinuing the use of H: Drives as of September 2025

You are limited to accessing it via on-campus workstation, virtual UNBC desktop or UNBC VPN.

Your personal H drive should be reserved for storing files that need to be accessed from systems/applications that cannot use OneDrive, such as a Linux remote shell. ITS Recommends that H:\ drives are used only as required, and where OneDrive is not available to the students. 


Shared Storage (G: Drives)

Please note that ITS will be discontinuing the use of G: Drives as of September 2025

For departmental (G:\) drives; avoid using going forward, it is better to use M365 Teams (SharePoint Online) if possible. For class/instruction drives (S:\); do not use this service; use UNBC’s Learning Management System (Moodle) or OneDrive for class/curriculum content sharing. 


Research Storage

This is storage designed to handle large amounts of data at a low price point. It is kept on campus and is accessible on a number of research related servers. It is only accessible on-campus or through virtual desktops.  Starting amount for individuals is 1TB with options to scale larger. Access and amount of storage given is handled in cooperation with the Department of Research. The appropriate use and storage of the research data are ultimately the responsibility of the researcher.

UNBC is a member of Scholars Portal Dataverse, allowing all UNBC researchers to deposit data for discovery and sharing. For more information on Scholars Portal Dataverse please visit: 

Details

Article ID: 4248
Created
Fri 8/12/22 12:43 PM
Modified
Tue 9/13/22 11:29 AM