We provide staff and students with systems and services that are secure, however it is your responsibility to protect any personal data you store.

There are three main factors to consider when thinking about the security of your data: Confidentiality, Integrity, Availability.

Confidentiality - Ensuring that only those that need to access the information can do so.

  • Does it hold sensitive data, such as personal information, commercial secrets or research data?
  • Are you protecting the asset or system from accidental or malicious damage?
  • Have you considered the physical security? (is it in a secure location? Are the doors locked? How do we dispose of paper copies?)
  • Who needs access?
  • Are passwords looked after properly?
  • Are all people with access to the asset or system trained on best practice?
  • Is all technology appropriately password protected or encrypted?

Integrity - Ensuring that information is accurate, fit for purpose and trustworthy.

  • How important is the accuracy of this information?
  • How much trust are you placing in the accuracy of your data or information?
  • How can you make sure your information is as accurate as possible?
  • If you have multiple copies of a file, edited by multiple people, how do you ensure which copy is correct?

Availability - Ensuring that information is available when, where and how it is needed.

Have you considered the requirements of a range of users, including mobile working and different types of device?

For example a student may expect to be able to to view past papers on their personal devices 24/7. The information being unavailable may not seem like the end of the world, unless they have an exam in the morning

The following data storage options are available:

  • Staff Shared Drives (V Drive) - This is where you will store the majority of your work related data and files.
  • Home Drives (Staff and Students) - Personal network storage which can be securely accessed from any computer or device connected to the network
  • Research Storage - Additional storage provided for research staff or students which can be used to collaboratively work on research data. To request research storage space, complete the online form at UniDesk Self Service - https://abertay.unidesk.ac.uk/tas/public/
  • One Drive for Business Cloud Storage - With Office 365 comes a generous 1TeraByte of cloud storage. Refer to either OneDrive for Business Instructions For StaffOneDrive for Business Instructions For Staff or OneDrive for Business Instructions for StudentsOneDrive for Business Instructions for Students‌ for more information.

How do I restore a deleted file?

You may sometimes accidentaly delete a file, or overwrite a file that you didn't mean to. You can go back to a previous version of that file and easily restore this back to your home drive or shared drive.

Use this guide to restore Lost or Deleted File Recovery‌ using previous versions.

How do I access my data off campus?

Using a system called My Files, staff and students can access their data held on their home drive M: or shared V: drive off campus from any internet connected device.

Go to myfiles.abertay.ac.uk and login in using your normal network user ID and password - remember to use your full User ID in the format 1234567@uad.ac.uk

For more information on using My Files, refer to our MyFiles Guide‌.

Note - Accessing files save to Office365 OneDrive (Cloud) will be accessible from your my365.abertay.ac.uk 

Where should I store my data?

The Abertay Data Storage Policy‌‌ categorises data into either Public, Private or Confidential. This policy will help you to know the best place to store your data, as well as advice and guidance on the use of email and personal storage devices such as USB Flash drives.

Although not recommended, if you do have to temporarily store data on an unencrypted laptop, we suggest you encrypt the files using 7-Zip.

What is encryption?

Encryption protects the confidentiality of information by making it unreadable to anyone who does not have the right key (usually a password).

All members of the University have a responsibility to preserve the security of University information and the use of encryption is one measure that can help meet this requirement. It is expected that encryption will be one component of a wider set of measures to ensure that information is appropriately secured; other controls such as ensuring adequate physical security and routine backups must also be considered.

When should encryption be used?

Anyone storing or accessing personal information on a portable device (for example a laptop, smartphone or memory stick) must ensure that the information is protected by an encryption system recognised by the University.

See our guide on how to...

Encrypt Files using 7-Zip‌ 

Encrypting files using MS Word

Encrypting files using MS Excel

Encrypting files using MS PowerPoint