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Data Storage Options at UniSA

UniSA Storage Options

UniSA has a number of storage options available for academic and professional staff. Each option has pros and cons, and if you require assistance to decide on the best option for you please contact the IT Help Desk.

There are a wide range of storage options available to store your data including tailored storage solutions for specific data types if required. The most appropriate storage solution will depend on a number of factors including:

  • Type of data
  • Size of the data
  • Rate of growth
  • Backup and retention requirements
  • Performance
  • Access

 

Storage Comparison

Storage Option

Description 

 Quota

Backup

Secure

Share
Local (C: / D: / USB) "Local" or "Removeable" drives such as USB sticks or the hard drive in your computer - X X X
User Network Drive (U:)

Your user drive - storage is on the network file server "UniFS"

NOTE: Data can be shared internally with other UniSA Staff.

 50GB ✔ ✔ ✔
(internal)
Teams Network Drive (S:)

S: drive is "teams" storage - your team will have a shared folder set up that can be accessed by everyone in your team.

NOTE: Data can be shared internally with other UniSA Staff.

 dependent on requirement ✔ ✔ ✔
(internal)
Research Drive (R:)

Your individual research data should be stored on R: drive

This drive will only be allocated if you are undertaking research related activities. It is not available for professional staff members or students.

NOTE: Data can be shared internally with other UniSA Staff and/or Students.

For more information please visit Research Data Management website.

 50GB ✔ ✔ ✔
(internal)

Research Group Drive (G:)

G: Drive is “Research Group” storage – if requested by your research group a shared folder will be setup that can be accessed by everyone in your research group.

NOTE: Data can be shared internally with other UniSA Staff.

For more information please visit Research Data Management website.

 100GB+   ✔ ✔ 

✔
(internal) 
Research Data Storage – Individual allocation

Research Data Storage is a UniSA supported storage solution which is accessible via a web page or an application on your machine. This solution is hosted within UniSA Data Centres.

Any data stored in the servers is secured through UniSA backup and retention policies.

Data can be shared internally with other UniSA staff and with external collaborators.

For more information please visit Research Data Management website.

 50Gb+ (Staff)
2Gb+ (Research students) 		  ✔  ✔

 

✔
(internal + external) 
Research Data Storage - Group allocation

Research Data Storage is a UniSA supported storage solution which is accessible via a web page or an application on your machine. This solution is hosted within UniSA Data Centres.

Any data stored in the servers is secured through UniSA backup and retention policies.

Data can be shared with internally with other UniSA staff and with external collaborators.

For more information please visit Research Data Management website.

  100GB+   ✔  ✔

 

✔
(internal + external)  
OneDrive

Microsoft provided cloud-storage medium.

NOTE: OneDrive does not provide managed backup but deleted files will be retained for 90 days in the OneDrive Recycle Bin.

For more information please visit OneDrive section.

 5TB X ✔

 

✔
(internal + external) 
SharePoint

SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It can be used as a secure place to store, organise, share and access information from any device.  All that is required is a web browser.

NOTE: SharePoint does not provide managed backup but deleted files will be retained for 90 days in the SharePoint Recycle Bin.

For more information please visit SharePoint section.

 25TB

X

✔

Uses security groups

✔
(internal + external) 

 

Local Storage

Storing data LOCALLY refers to saving files onto drives and disks that attach directly to your computer. Some examples of this type of storage are USB sticks, USB external drives, and C: and D: drives (on a Windows device they are listed under Computer).

NOTE: Due to the nature of local drives it is HIGHLY RECOMMENDED that critical University data is NOT stored on these types of devices.

SharePoint vs Network Drive

Feature

SharePoint

Network Drive
Support for Collaboration and Integration with MS Office 
e.g. simultaneous editing of Office (Word, Excel, PowerPoint) documents not Project or Publisher		 recommended.png not-suitable.png
Advanced Search Capability 
e.g. search function, ability to search content and metadata 		 recommended.png not-suitable.png
Accessible anywhere, any time and on any device (VPN connection not needed)  recommended.png not-suitable.png
Automated Version Control  recommended.png not-suitable.png
Suitable for very large files
(e.g. media files of 15GB or larger size)		 not-suitable.png recommended.png

 

Type of File

SharePoint

Network Drive

Word, Excel and PowerPoint files 

Collaborative simultaneous editing available on SharePoint. Files larger than 15GB should be stored on network drive. 

 recommended.png not-recommended.png

Project and Publisher files

No collaborative simultaneous editing. Can be stored in either location but 15GB limit still applies.

 recommended.png not-recommended.png

Photos, Videos, PDF Files

Can be easily shared as well as viewed within SharePoint. 
Files larger than 15GB should be stored on network drive.

 recommended.png not-recommended.png

Research data 

See best options for research data here. 

 not-suitable.png recommended.png

Personal data (work related) 

The U: drive is for work related personal data, see best options for storage options here. Other Personal Data should not be stored on university systems.

 not-suitable.png recommended.png

 

Legend

recommended.png Recommended
not-suitable.png Not suitable
not-recommended.png Not recommended, but can be used in certain circumstances

UniSA Centralised Network Storage

Information Strategy and Technology Services (ISTS) have established enterprise grade data centres at the Mawson Lakes and City West campuses. Each data centre provides redundant power, air-conditioning and high-speed redundant network connectivity along with a sophisticated VESDA fire detection and suppression system. Hosted within these data centres are enterprise grade network storage solutions that enable the use of backup and retention polices, performance and access controls.

  • General Data Storage: 
    General Data Storage provides redundant high-capacity storage suitable for storing most file types. Data is secured through backup and retention policies as well as providing access controls if needed.
  • Research Data Storage:
    Research Data Storage provides a high-capacity storage solution tailored for research needs and can be used to store most file types. Data is secured through backup and retention policies as well as providing access controls if needed.
    For more information please visit Research Data Management website.

How do I map a network drive on Windows 10?

  1. Connect to the UniSA VPN
  2. Open File Explorer
  3. Click Computer tab
  4. Click Map network drive
  5. Choose Drive letter
    NOTE: The letter selected is only a reference point and can be different on each machine you map the drive.
  6. Enter Folder path as required:
    UDFS

    \\udfs.unisa.edu.au\<SHARE_NAME>
    RSFS User Share \\staff.rsfs.unisa.edu.au\Staff-<USER_LETTER>\<USERNAME>
    RSFS Group Share \\groups.rsfs.unisa.edu.au\$\<GROUP_NAME>
    a. <USER_LETTER> denotes the first letter of your username, e.g., if your username is “smithj”, the <USER_LETTER> would represent the letter “s”.
    b. <USERNAME> denotes your username, e.g., if your username is “smithj”, <USERNAME> would represent “smithj”.
    c. <GROUP_NAME> denotes the research group name, e.g., if the research group is “MyResearchProject”, <GROUP_NAME> would represent “MyResearchProject”.  Please note there is a $ before the <groupname>, e.g. the full path would be “\\groups.rsfs.unisa.edu.au\$\MyResearchProject".
  7. Ensure Reconnect on logon is ticked
    NOTE: You will also have to tick Connect using different credentials and when prompted (after clicking Finish):
    • User name = uninet\<unisa username>
    • Password = <unisa password>
  8. Click Finish

For step-by-step instructions (including screenshots) see Windows 10: mapping a network drive page.

How do I map a network drive on Windows 11?

  1. Connect to the UniSA VPN
  2. Open File Explorer
  3. Make sure you are viewing/select This PC
    NOTE: If on a UniSA owned device This PC has been renamed to <your username> on <blue plate #>
  4. Click on the ... menu (right side) OR Right Click in blank area
  5. Select Map network drive
  6. Choose Drive letter
    NOTE: The letter selected is only a reference point and can be different on each machine you map the drive.
  7. Enter Folder path as required:
    UDFS

    \\udfs.unisa.edu.au\<SHARE_NAME>
    RSFS User Share \\staff.rsfs.unisa.edu.au\Staff-<USER_LETTER>\<USERNAME>
    RSFS Group Share \\groups.rsfs.unisa.edu.au\$\<GROUP_NAME>
    a. <USER_LETTER> denotes the first letter of your username, e.g., if your username is “smithj”, the <USER_LETTER> would represent the letter “s”.
    b. <USERNAME> denotes your username, e.g., if your username is “smithj”, <USERNAME> would represent “smithj”.
    c. <GROUP_NAME> denotes the research group name, e.g., if the research group is “MyResearchProject”, <GROUP_NAME> would represent “MyResearchProject”.  Please note there is a $ before the <groupname>, e.g. the full path would be “\\groups.rsfs.unisa.edu.au\$\MyResearchProject".
  8. Ensure Reconnect on logon is ticked
    NOTE: You will also have to tick Connect using different credentials and when prompted (after clicking Finish):
    • User name = uninet\<unisa username>
    • Password = <unisa password>
  9. Click Finish

For step-by-step instructions (including screenshots) see Windows 11: mapping a network drive page.

How do I map a network drive on macOS?

  1. Open Finder

  2. Select Go menu

  3. Select Connect to Server...

  4. Enter the Server Address e.g.
    UDFS

    smb://udfs.unisa.edu.au/<SHARE_NAME>
    RSFS User Share smb://staff.rsfs.unisa.edu.au/Staff-<USER_LETTER>/<USERNAME>
    RSFS Group Share smb://groups.rsfs.unisa.edu.au/$/<GROUP_NAME>

    a. <USER_LETTER> denotes the first letter of your username, e.g., if your username is “smithj”, the <USER_LETTER> would represent the letter “s”.
    b. <USERNAME> denotes your username, e.g., if your username is “smithj”, <USERNAME> would represent “smithj”.
    c. <GROUP_NAME> denotes the research group name, e.g., if the research group is “MyResearchProject”, <GROUP_NAME> would represent “MyResearchProject”.  Please note there is a $ before the <groupname>, e.g. the full path would be “smb://groups.rsfs.unisa.edu.au/$/MyResearchProject".

  5. If prompted enter your UniSA <username> and <password>
    NOTE: Depending on the version of macOS you are using you may need to log on as <username>@uninet.unisa.edu.au or just <username>.

  6. Shortcut is now on your desktop

For step-by-step instructions (including screenshots) see Mac: mapping a network drive page.

OneDrive

NOTE: OneDrive should not be used to store 'sensitive' research data and other data subject to privacy requirements.

OneDrive for Business is an online service provided by Microsoft that allows you to create, upload, access and share files from a web browser.

OneDrive can provide a managed backup for the files and folders residing under Desktop, Pictures and Documents, but DOES NOT provide backups for any other files or folder on your computer. Files deleted from OneDrive will be retained for 90 days in the OneDrive Recycle Bin. Do not store shared data on OneDrive as data is lost when staff employment ceases. Instead store data on appropriate network drives or SharePoint

For further information (and user guides) please see the OneDrive section.

Research Data Storage

UniSA has a range of solutions available for research data storage (as described above). The best starting point for exploring these options is the Research Data Management website.

Data Storage Request Options

Both General and Research Data Storage are requested via data storage request form.

Folder Structures & Naming Conventions

  1. Avoid nested folder structures deeper than 3 levels - Deeply nested folder structures impact user experience by increasing the number of clicks and making it harder for users to remember where to find content. 

  2. Use short and meaningful names - Short and meaningful names ensure documents are easy to find and purpose is known without having to open the document. 

  3. Avoid spaces and special characters (%, +, @, ^, ~, etc.). Use “-“ and “_” instead of spaces - Use of special characters in document names can result in the documents not opening in some software.  

  4. Add dates to the end of a filename in a consistent format (e.g. YYYY-MM-DD) where appropriate - Assists with easy sorting of documents in specific scenarios such as regular meeting related documentation. Should not be used as a convention for all documentation.