A web-based collaboration and storage space. Used to create, edit and share content between colleagues. Ideal for collaborating on upcoming projects or as a location to document operational tasks.
Audience: Students, Staff
Service Name: File Sharing
Alias: SharePoint, OneDrive
Key Users: Students, Staff
Requirements: Users of the service must be current students or staff
Requesting the service: The service is automatically available to current students and staff
Support Contact: IT Service Desk, Live Chat, Raise a Ticket, Call 020 7882 8888
Feedback: email its-feedback@qmul.ac.uk
Documentation:
Status: Current service
Cost: Free to end users
Business Owner: IT Services Assistant Director, Platforms & Service Delivery
Technical Owner: IT Services, Infrastructure Software
Related Services: Microsoft 365
Service Level Category: GOLD
Features of digital workplace storage tools
What is OneDrive for Business?
OneDrive is Microsoft’s cloud-based file hosting service and it’s provided by default to all Queen Mary University of London students and staff.
Your University OneDrive file store is a OneDrive for Business account, so you will get 1TB of storage space by default. It gives you a simple way to store, sync and share all kinds of files with all your devices, and is also accessible via the web.
OneDrive is private by default, however it is possible to share files with other people. This is best suited for sharing with one or two people. If you wish to share with a wider audience, Teams or a SharePoint site is a more appropriate option.
Upon leaving the organisation, your OneDrive will be deleted according to the retention policy. For this reason, it is best not place document on your OneDrive which are intended for long-term group sharing.
Further information on the OneDrive can be found here: https://www.its.qmul.ac.uk/support/faqs/#Onedrive
What is SharePoint Online?
SharePoint Online is a collection of cloud and web-based technologies that makes it easy for groups to create, share and collaborate more effectively. The University’s SharePoint Online can be used to:
What is Microsoft Teams?
Microsoft Teams is the University’s recommended and supported online collaboration tool. Teams is integrated with other Microsoft 365 (formerly known as Office 365) products. It brings together everything you need to collaborate with groups of colleagues in one online workspace. As a conduit between OneDrive for Business and SharePoint Online, you can leverage its features Inc. Calendar, Chat (IM) and Voice and Video Calls/Meetings to share information and documents.
Typical Document Workflow
Information Classification helps protect Queen Mary’s data. This is of critical importance in preventing a data breach. It helps us to comply with various regulations such as GDPR and will help to protect our information from unauthorised users.
The University’s digital workplace tools (OneDrive for Business, MS Teams and SharePoint Online) are suitable for the storage of files classified up to and including Confidential level. For the storage of Highly Confidential files, please review the Special purpose file storage section below, or contact ITS Service Desk for further advice or your FRM (See below)
Data classification of the highest 2 levels:
Category
Description
Control Measures
Example*
Highly Confidential
(Unsuitable for OneDrive, MS Teams or SharePoint)
Unauthorised disclosure (even within Queen Mary) or loss would cause extreme harm to the interests of Queen Mary or individuals, up to and including loss of life.
Confidential
Unauthorised disclosure (even within Queen Mary) or loss would cause extreme harm to the interests of Queen Mary or individuals.
It is the user’s responsibility to set the appropriate sharing permissions for confidential data e.g. restrict access to only those who should have it.
For full guidance on the classification of data (including other lower classifications) please do take time to review Queen Mary‘s policy by clicking on this link:
DG09 Information Classification [PDF 391KB]
It is inadvisable to store any documents on the following locations
However, confidential documents absolutely must not be stored on:
*If you have collaboration requirements with other organisations, please contact IT Services
Queen Mary University of London continues to provide the following “legacy” storage options:
Further information including OneDrive guide and quick links to video training, help and learning is available through: https://www.its.qmul.ac.uk/support/digital-workplace/onedrive-guide/
Further information on the G: & J: drive relocations to OneDrive and SharePoint can be found here: https://www.its.qmul.ac.uk/projectsandchange/msrp/
Service
Cost
Request Process
Self-Service Migration
OneDrive for Business
Free
Available by default. No request needed
SharePoint Online
Self-service from within SharePoint Online
MS Teams
Self-service from within MS Teams
G: drive
https://www.youtube.com/watch?v=vmlDM9yl5hk
J: drive
New J: drives not available. Please use SharePoint.
Please contact IT Services for support
OneDrive for Business, MS Teams & SharePoint Online: all users, by default, have access to these services, so there is no need to request. You may access both by using your QM account to log into https://office.com and selecting either OneDrive, MS Teams or SharePoint from the menu. More detailed instructions can be found here: https://www.its.qmul.ac.uk/support/digital-workplace/how-to-access-services/
IT Service Desk:
Telephone: +44 (0)20 7882 8888
Email: servicedesk@qmul.ac.ukSelf-service: Service Desk
Service Desk chat: https://www.its.qmul.ac.uk/
Faculty Relationship Managers:
Email: its-frms@qmul.ac.uk
Purpose
Further Information
Research Project or Lab Storage
The QMUL HPC cluster provides 1TB of free shared storage space per project, with additional capacity available to purchase if required.
https://docs.hpc.qmul.ac.uk/storage/
Electronic Engineering and Computer Science
A variety of additional storage options are available to meet the specialist requirements of the school.
http://support.eecs.qmul.ac.uk/facilities/fileservers/
School of Physics and Astronomy
Please contact your local IT support team for details of the storage options available to you
SMD Safehaven
QMUL have several clinical trials groups that retain sensitive patient-identifiable data, whether obtained from NHS systems, generated internally or imported from elsewhere. To hold NHS or ONS data, these groups must hold the data on infrastructure that has a proven level of data security and suitable information governance and processes in place. These are known as data safe havens and are subject to an annual evaluation of compliance with a standard.
https://safehaven.bcc.qmul.ac.uk/