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Technology Services

Data Storage

Data Storage at TU Dublin

Proper data storage is crucial for maintaining the security, accessibility, and efficiency of our data and systems. Cloud storage is a technology that allows you to store data remotely, which can be accessed via the internet. Instead of saving your files locally on your computer’s hard drive or USB storage pens and drives, you upload your data to a cloud service, in our case, Microsoft cloud storage. 

USB USB devices, such as pen drives, thumb drives, and memory sticks can be a vector for malware and viruses. If a USB is plugged into a computer, it can potentially compromise our systems. Blocking USB data transfer can reduce the risk of malware spreading from infected USB devices to the University network. For this reason, we recommend and encourage using Shared Drives – OneDrive, SharePoint, Teams. You can find out more information at TU Dublin OneDrive User Guide  

 

  • Access your files from any internet connected device using your TU Dublin username and password, share your files and synchronise with your mobile, laptop or home PC. 
  • All OneDrive accounts have an allowance of 200GB  
  • Multiple users can work on the same files simultaneously, enhancing teamwork and productivity 
  • Provides version history and data recover options if something goes wrong with a file. 
  • Offers permission settings to restrict or share access to files securely 
  • Cloud storage provides a flexible, secure, and efficient solution for modern data management needs

OneDrive

Teams

SharePoint

Personal Files

You Control Permissions

 

Collaborative Files

Team Owners Control Permissions

Team Members Access Files

Group Files

Permissions Controlled by Team Owners

 
Best For:

Sharing with individuals

Storing online for easy access anywhere

Works in progress

 
Best For:

Sharing with working groups

Collaborating on documents

Files edited by multiple users

* Files placed in Teams Channels are also stored in SharePoint
Best For:

Sharing with outside groups (outside your Team or JCCC)

Document Libraries

Reference files used by multiple users

Long term file storage
  • Personal Storage – the recommended storage option is Microsoft 365 OneDrive which is the Microsoft cloud service that allows individuals to store files and access them from any device. It provides personal storage space for documents, photos, and other files. OneDrive offers up to 200GB of storage where you can store, share and sync your files.  
  • Group of Staff or Students Working Together – the recommended storage option is Microsoft 365 Teams which offers file storage and sharing (along with other collaboration functionality such as calls, meetings, chat and access to additional Aps.) Teams is best for team collaboration, real-time communication and project management. Use Teams when needing to collaborate on documents, hold virtual meetings and keep all team communications in one place. 
  • Shared Storage – the recommended storage option is Microsoft 365 SharePoint which allows you to sync and store your files in the cloud so anyone can securely work with you. SharePoint is suitable for creating intranet sites, document management, and organisation-wide collaboration. Use SharePoint when there is a need to manage large volumes of documents, create collaborative sites, or share information across an organisation. You can access SharePoint through Microsoft 365.   
  • Local storage such as on the hard drive (C:drive), the Desktop or a temporary folder (e.g. C:\Temp) as these are not backed up and may be accessible to other users. 
  • Portable storage such as USB sticks, media cards or portable hard disks as these can pose a significant security risk. If lost or stolen, anyone can access the data if not encrypted. 
  • Personal email accounts are not designed to store sensitive information securely. They may lack robust encryption, making your data vulnerable to interception and unauthorised access. 

Back It Up

When students graduate or staff leave employment with TU Dublin, they will lose access to Microsoft 365 including OneDrive and Teams. Therefore, if any data is needed after this time from your OneDrive, back it up (personal cloud storage or other storage device) before you go. If you are a Team Owner, ensure there is at least one other Owner before you leave. 

Only Microsoft OneDrive, SharePoint and Teams are managed by Technology Services. 

 

Below is a list of other systems available to TU Dublin students (Brightspace) and staff which are cloud based and hosted off site:

  • Brightspace is a learning management system (LMS) designed for educational institutions and corporate training. It provides tools for course creation, content delivery, and student assessment. Brightspace is ideal for online learning, hybrid courses, and training programmes. Use Brightspace when you need to deliver educational content, track student coursework and assessments, and facilitate online learning environments. Access Brightspace Student Guide here and Brightspace Staff Guides here. For more information on Brightspace contact Eamonn O’Brien at eamonn.obrien@tudublin.ie  
  • ScreenPal is the University’s licensed screen recorder tool for staff that allows users to create and share videos. ScreenPal is best for creating instructional videos, tutorials, and presentations. Use ScreenPal when you need to record your screen, create video content for teaching, or share visual information. For more information and tutorials on ScreenPal click here.  For more information on ScreenPal contact Frances Boylan at frances.boylan@tudublin.ie  
  • HEAnet Media Hosting is a service that allows institutions to host, transcode, and stream large audio and video files. It supports various file formats and provides high quality playback. TU Dublin staff members have access to free media hosting from HEAnet. Use HEAnet Media Hosting when you need to host educational videos, podcasts or other large media files for easy access and playback. To find out more about this service please click here 
  • IRLDAT (available from second half of 2025) is a pilot project aimed at developing a national infrastructure for active data-driven research. It supports the storage and management of active research datasets. IRLDAT is ideal for researchers working with large, active datasets. Use IRLDAT when you need a robust infrastructure for managing, storing and sharing research data. For more information on research data storage contact Lindsay Dowling at lindsay.dowling@tudublin.ie  
  • When sharing and storing information, especially personal and sensitive data you should always be mindful of GDPR guidelines and best practices on data protection. Please refer to the policies below including the Data Protection Policy. 

 

Policies 

IT Acceptable Usage Policy 

Cloud Services Policy 

Information Security Policy 

Data Protection Policy V1.1 

 

If you have any questions or need further help, please contact the Service Desk