OneDrive for Business
We provide Microsoft Office 365 software, including OneDrive for Business file storage, to College members for free.
About OneDrive for Business
OneDrive for Business provides 5TB cloud-based storage and offers greater opportunities for collaboration wherever you are working, because you can allow several people to access and work on your document at the same time.
All staff and Postgraduate students now have access to up to 5TB of space for storing files on their OneDrive for Business storage space. ICT is working to increase the space for returning Undergraduate students and this should be ready for commencement of the 2016/17 academic session.
All new OneDrive for Business users (those who haven’t yet set up OneDrive for Business by clicking on the icon in the Office 365 portal) will receive 5TB of storage by default. This applies to both staff and students across College.
Microsoft offer a consumer based product called OneDrive. This has different usage limitations and should not be confused with OneDrive for Business which is part of Office 365.
- Data is backed up, so you can restore previous versions of files. When a file is deleted it enters a recycle bin, so you can restore it if you wish.
- Encrypting data makes the information unreadable, it can only be read using a secret key to unlock it (the process of decryption). Data encryption can be applied to both stored data (on computer drives or removable media) and data shared via networks. Data stored in OneDrive for Business is encrypted both in storage and while being shared or sent, but this does not prevent access in the event that a device is compromised. So, it's important that you encrypt any sensitive information before storing or sharing. Find out how: Encrypt sensitive information.
- This cloud-based service is not like other external consumer cloud service providers (Dropbox, OneDrive etc.), which you can't be sure are secure. Most consumer, web-based cloud storage providers do not encrypt (protect) data adequately. This means data could be accessed, shared or lost and there have been a number of high profile cases of personal data infringements reported in the press due to storing data and photos on cloud platforms. Read about the risks associated with using less secure, consumer providers: Store sensitive information securely.
- The OneDrive for Business space, accessed using your College credentials, is authenticated to meet College's standards for data security and resilience ensuring compliance to ISO27001, HIPAA and FISMA, US-EU Safe Harbor framework, EU Data Protection Directive model clauses. Our contract with Microsoft ensures that data is only held in the EU. Your data can only be accessed or viewed by you as the owner of the file, those you choose to give permission to for collaboration and not by Microsoft or anybody else.
Limitations of OneDrive for Business
The use of OneDrive for Business has certain limitations.
- The single file limit has been increased to 10GB.
- The previous storage limit of 20,000 files has been lifted.
- There are limitations when choosing folder and file names and certain character types are not supported. Microsoft has developed a quick fix tool to help you fix the naming of your files and folders prior to syncing. Find out more via Microsoft's website.
Accessing and installing OneDrive for Business
Access to unlimited OneDrive cloud storage is included in Office 365. It can be accessed by logging into: http://www.imperial.ac.uk/office365.
- Login with your College username (followed by @ic.ac.uk) and your College password.
- Click on OneDrive for Business in the menu at the top of the page to activate it.
- If you have a roaming profile (predominantly students), contact the ICT Service Desk before syncing. Do not sync Office for Business to a computer where you are not the primary user.
- Do not use OneDrive for Business to store sensitive data. If you need to store sensitive data, use your Imperial Home directory (H Drive). More information can be found in the Be Secure (IT Security) section.
To set up OneDrive for Business on your machine, follow these steps:
To install OneDrive for Business on your iOS or Android device, follow these instructions:
What happens to my OneDrive for Business files and folders when I leave College?
Following completion of your studies, the College grants you a three (3) month grace period in which you can move your data files to another storage option of your choosing.At the end of this period, your license will be automatically removed and your data will be deleted by Microsoft.
If you require an extension, perhaps because you are returning to College, either for further studies or as a member of staff then please contact the ICT Service Desk before the end of the three month period. You should be able to provide evidence of ongoing studies or the offer of a contract of employment. If you contact ICT after the grace period has ended, thenunfortunately there is no guarantee thatthe files can be preserved.
When you leave College, your license to accessall Office 365 products and features will be terminated. If you have files which you wish to keep, and for which you have the right to retain access, then you may move those to alternative personal storage optionsbefore you leave College employment.
Access to files which may be required by others after you leaveshould be arranged with your manager prior to yourfinal day. This may either be by transferring ownership of the files to somebody else (by arrangement with your manager), grantingyour manager access to the folder(s) so thathe/she can copy the files into alternative storage or by moving the files to an alternative shared area (either hosted by ICT or into an Office 365 Groups storage area). If you require assistance with this then please contact the Service Desk.
If you are the manager of a member of staff who is leaving the College then you should check that all relevant files and folders have been made available to you, either physically or bybeing placing into a storage area of your choosing such that you can access them as required.