Data Storage & Archiving

Your IT account has a default allocation of personal filespace on the University network.

This filespace is accessible via Computer or Windows Explorer. It appears as drive H:\ on any networked computer you log onto on campus and is labelled with your username, e.g. s01js7, r99js19, etc.

You can also access your H:\ drive off campus on personal devices via the Virtual Desktop Infrastructure (VDI), and on University laptops using Remote Access - all you need is an internet connection. See our Remote Access page for details.

Only you have access to your H:\ drive, via your login credentials.

You should only use your H:\ drive to store your personal work-related data and, if you manage others, data associated with that role.

Examples of the sort of data you might store on H include:

• Personal work-related: holiday record, archived email (PST), job description, training/course materials/presentations, transient work data where you are not able to work online (e.g. if you are developing course materials, before publishing them on VLE)
• If you manage other members of staff: job descriptions, appraisal information, disciplinary correspondence

Schools and University Administration all have allocated filespace accessible via shared network drives for storing University business data (data supporting teaching and learning, research, and administration).

All data on the network storage system can be accessed from one starting point: \uoa\global. Once this path is mapped in Windows, you will see the following directory structure:

• Admin
• CASS
• Classrooms
• CLSM
• COPS
• Other

You can navigate through this structure to folders and files you have permissions to access. You can also map your shared drive - see our Toolkit guide for more .

Contact local admin colleagues for further information.

Managing Access Rights / Manage Shared Drive / Manage My Drives

• Share owners can add users to shared drives and decide whether they have “read/write” or “read only” access to the data. It is also possible to manage access rights at sub-folder level.

• This is managed through a tool called MyData at mydata.abdn.ac.uk . If you have not already received instructions on how to do this, please contact the service desk , providing the correct file path.

• Access can only be granted to UoA account holders (this includes holders of Honorary, PGR, UG, and External Accounts).

Additional Storage

Additional storage requirements may be met from shared drive allocations to Schools/Departments/Projects, or through the purchase of additional storage (minimum purchase ½ TB). This must be owned by a member of staff who will be responsible for ensuring that the storage is used appropriately.

If you require additional storage, please contact the Service Desk in the first instance.

The University provides centrally managed, project specific data storage for research projects. We strongly recommended that, where possible, all research related data is stored here. Research data should not be stored on your H:drive, C:drive, OneDrive, or any external media (hard drives, USB sticks, etc).

Visit the toolkit guides linked below for general information to get you started:

• Information Governance Guide
• IT Services for Researchers
• Data Storage
• Data Storage for Researchers (requires login)
• Data Management Plans

Visit DMPonline for information on data management practices and writing data management plans.

Funded Project Storage

Each funded project should have funding allocated to data storage, which will come in the form of shared drives. If you have funding in place, but don’t yet have a shared drive, these can be requested using this Data Storage for Research form

If you have yet to put in a grant application but will require data storage, more information can be found in the Toolkit guides, DMPonline, or FreshService solutions guides. If you require a quote for your application, email digitalresearch@abdn.ac.uk.

Unfunded Project Storage

Each research project, where there is no funding available for data storage, is entitled to 2TB of subsidised shared drive space for their research data. If you require this shared drive space, complete the Data Storage for Research form.
Standard charges apply if there is funding available; please refer to the Funded Projects section above.

PGR Projects

PGR students are entitled to 500GB of shared drive storage space as part of their PhD program. This can be requested using the Data Storage for Postgraduate Research Students form.

UG/PGT Projects

It is recommended that UG and PGT students store any research project data in their H: drive in the first instance and store any additional data in their OneDrive. Once the student graduates, their account will be closed and subsequently deleted, along with any data stored within.

Exceeding your data storage allocation?

If you have used your allocated storage space and none of the above options are suitable for you, please contact digitalresearch@abdn.ac.uk, and we can discuss options for your research data.

Accessing storage

• • How to Access: On campus, access to institutional storage is typically via mapped network drives (e.g. H:, R:, S:, T:) and/or the "\uoa\global" structure.

  • Remote Access: Depending on requirements and device, you can also access this storage off campus via a range of remote access services .

  • External Access: Collaborators/project partners with External Accounts can access your project specific file storage once you add their accounts to file store permissions.

• Managing Access Rights / Manage Shared Drive / Manage My Drives

  • Share owners can add users to shared drives and decide whether they have “read/write” or “read only” access to the data. It is also possible to manage access rights at sub-folder level.

  • This is managed through a tool called MyData at mydata.abdn.ac.uk . If you have not already received instructions on how to do this, please contact the service desk , providing the correct file path.

  • Access can only be granted to UoA account holders (this includes holders of Honorary, PGR, UG, and External Accounts).

• Information Security

  • PIs are responsible for managing access to project storage and should consider all aspects of information security and data protection.

  • Data Storage for Research - Guidance for supplying information to third parties (login required) provides detailed information on this storage, e.g. to better understand how and where data is stored, how it is protected, and how to respond to requests for information (e.g. from funder or data suppliers). Such requests should be handled with care and recipients validated before any information is passed on.

You can recover files or folders stored on H: drives and shared drives to:

• any nightly backed up version in the previous 31 days
  • Versions of files created and subsequently modified or deleted within the time window between these 24 hour backups are not retained
• any monthly backed up version in the previous 2 months
  • Versions of files created and subsequently modified or deleted within the time window between month 1 and month 2 are not retained.
    i.e. recovery is possible from 1,2,3,...,29,30,31 and ~60 days ago.

Data deleted more than 2 months ago cannot be recovered - with the following exceptions:

• Data located in the areas below can be recovered to any monthly backed up version in the previous 6 months.
  • \uoa\global\admin\Human Resources
  • \uoa\global\admin\Finance
  • \uoa\global\Research Projects
• Versions of files created and subsequently modified or deleted within the monthly time window between these additional monthly backups are not retained.
  i.e. recovery is possible from 1,2,3,...,29,30,31 and ~60, ~90, ~120, ~150 and ~180 days ago.

We can assist you with recovery of deleted files up to these age limits.

Where recovery requirements are very specific or driven by third party requirements and a more bespoke solution is required, please contact us to facilitate developing, implementing and maintaining an appropriate solution.

• Contact: servicedesk@abdn.ac.uk

Long-term archival is a separate process from backup.

Archiving is where a folder or file is set aside (not required to be regularly accessed but must be retained) for a specified period of time. For example, archiving of data may be required to meet funding body conditions, legislative requirements, or for long term comparative studies.

• Large amounts of data may be archived, on request, for a specified period of time - current storage charges will apply
  • Where possible, research staff are encouraged to build long term archiving costs into grant applications
• The archival process stores files as they are at the point of archive. This means that, on request, a file will be provided as it stood at time of archive. The file owner may have to address any future incompatibilities (eg software), as this is beyond the scope and control of this service.

Archiving for funded projects

Funder requirements may include keeping specific data for a set period. You can archive data using University storage or share it via a data repository. More information about making your data shareable and on repositories can be found on the OpenResearch pages.

Archiving for unfunded projects

For unfunded projects the UoA policy states that research data should be kept for 5 years after the publication of the project. Only retain essential data, especially if it’s personal or sensitive.

As with funded projects, there are options for archiving on university storage options or depositing on a data repository.
We recommend creating a data management plan (DMP) to make this process easier.

PGR Projects

Follow guidance for funded projects and any funder-specific requirements.

UG/PGT Projects

Students own their data. It’s usually deleted upon graduation. If supervisors wish to retain it, they must arrange a transfer and store it securely. See guidance under Archiving for unfunded projects above.

For advice on archiving data, please contact the Service Desk in the first instance.

What is OneDrive for Business and what can I use it for?

OneDrive for Business is an integral part of Microsoft 365 and provides cloud-based file storage for your work-related files. You can save, edit, share, and sync your files from any device with an internet connection and collaborate on documents with UoA colleagues, students and external colleagues .

How do I use OneDrive for Business?

To get started with OneDrive for Business visit Toolkit.

Why is my OneDrive storage limit set to 100GB?

To ensure fair and efficient use of cloud resources across all students and staff, we are implementing a 100GB storage limit on OneDrive accounts from Wednesday 20 May 2026. This change helps maintain system performance and sustainability while still providing ample space for academic and personal files.

When does the 100GB limit take effect?

The limit will be applied from Wednesday 20 May 2026. You will receive a notification if your current usage exceeds this limit with further guidance on what to do next.

What happens if I am already using more than 100GB?

You need to reduce your storage to below 100GB. We recommend reviewing what files you have stored within OneDrive, please avoid storing large media files, personal backups of all files from you own devices, software installers or duplicates/outdated versions of files etc. You will still have access to your files, but uploading new content may be restricted until you’re under the limit.

How can I check my current OneDrive usage?

Go to OneDrive online.

1. Click the gear icon > Options > Manage storage

2. You will see a breakdown of your usage and available space.

What types of files should I consider removing or relocating?

Large video files, raw image files, and old backups are common space hogs. Consider moving these to an external hard drive or other personal storage options.

Will this affect my ability to collaborate on documents?

No. As long as your total storage remains under 100GB, you can continue to collaborate and share files as usual.

Can I request more storage if I need it for academic work?

If you have a legitimate academic need for additional space, please log a ticket with the service desk with details of what storage is required and why. Requests will be reviewed on a case-by-case basis.