File storage and documents

The university offers several services for file storage and managing documents. On this page you can read more about the different perspectives you need to keep in mind when choosing a service for file storage.

There are several aspects to consider when choosing a service for file storage. An important part of the process is to do an information classification, since this affects which system you can use.

If you are looking for services for collecting data (surveys and forms) please visit the page Collect data. If you are looking for services for virtual meetings and digital collaborations, see our page Digital collaboration systems.

Guide for choosing a file storage service

Step 1 - Make an information classification

An important part of deciding which service to use for storing files is to do an information classification. When making an information classification, you assess what level of protection your files need. This affects which service you can use.

For more information visit the page about information security (Swedish only).

Step 2 - Only use the file storage services that the university recommends

You may only use services for file storage that the university recommends and has a license for. The university's services for file storage have been chosen according to a number of aspects, for example compliance with laws and regulations. You will find a list of our available services further down this page.

This means that you may not use services such as: Dropbox, Box, Google Drive and iCloud.

Step 3 – Consider the purpose of your file storage

When choosing a system, it is also important to consider the purpose of the file storage. This means that you should only use your file storage service according to its purpose and only store the type of files for which the service is intended.

In addition to the file storage services listed below, there are also other platforms where you can store files. For example, in the learning platform Canvas and in Umu play. It is important to only store files in these platforms that is a part of your teaching. You can read more in Canvas' terms of use:

Canvas Terms of Use

Storing your files in an incorrect way can be a problem, for example, when systems are to be phased out and archived.

Step 4 – Choose the service that best fills your needs

 I want to... My computer O365 (Teams, Sharepoint) O365 (OneDrive, personal file storage) * Skyddade dokument
Store personal files X   X X
Store common files   X   X
Store files with high protection value (for example sensitive personal data, files marked with secrecy)       X
Play stored audio and video X X Går ej att lagra eller spela ljud eller video
Share files within Umu   X X X
Share files with external users outside Umu   X X X
Edit files simultaneously   X X X
Access files from external location (outside Umu)   X X X, via VPN

* Please observe the Onedrive is for storing your personal files and is connected to your Umu-id user. If your employment comes to an end, your files will be deleted.

Support

You can send a request to Servicedesk when you need assistance with:

  • Technical support
  • Ordering access to different systems

Phone: +46 90-786 63 00

Manual

Manuals and instructions can be found on the website Manual.

Operation information (Swedish only)

https://it-status.umu.se/driftinfo

Elin Sköld
9/1/2021