Saving files

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Saving files

As a general rule you should never save files on your desktop or hard drive as this makes sharing and accessing this information more difficult. The University provides every member of staff with 50GB of personal storage space on a central server. This is accessible from: \\ads.bris.ac.uk\filestore\myfiles (you will normally find your MyFiles storage labelled as drive "O:" on University Windows computers). You can use this space for personal work-related files e.g. staff appraisals, training and development information, etc. One of the advantages of using this space is that you can automatically recover previous versions the contents of your MyFiles home folder and restore your own files and folders for up to 7 days if they are inadvertently deleted or lost.

For work documents you should keep your files on a shared network drive on the University server. This will ensure:

  • everyone with the appropriate permissions will be able to access the latest version of the file even if you are away from the office
  • that the files are automatically backed up nightly and can be recovered if the original is accidentally deleted or damaged
  • you can reach the file from another PC or from home using the staff remote desktop or through the MyBristol portal

Tip

If you need to get to the same file from multiple locations, don't create copies of the file. Windows computers allow you to create shortcuts. Shortcuts are links to files or programs and are represented by icons with an arrow in the lower-left corner. To create a shortcut, right-click the file and then click Create Shortcut and move the shortcut link to an appropriate location.

1

You want to work on a file at home. Do you:

a)
b)
c)
d)
Please select an answerNo - you should avoid creating extra copies of data as it could become unclear which is the current version. Also it is not a good idea if you are dealing with sensitive information, as email is not a secure way of transferring the information (unless the email is encrypted).No - you should avoid creating extra copies of data. Using portable media, there is also a risk that the USB stick may be lost and the data read by someone outside of the university (unless the USB stick is encrypted).Yes - you can then access the file from home using the staff remote desktop or through the MyBristol portal.

No - this is a potential security risk as Dropbox doesn't encrypt files that it stores. It also creates an additional copy of the data which you will need to manage and control.

Check your answer

Further reading

University of Bristol user filestore service