UC provides staff and students with a OneDrive account. UC recommends that OneDrive is only used for document storage for individual use documents. In all other respects, OneDrive has similar functionally to Dropbox and SharePoint, for example, it enables you to synchronise files between your computer and the cloud, allowing you to access your files from any device, anywhere. Whilst OneDrive supports collaboration on content with University staff or students, and external guests, research documents, where collaboration with other is required, are best stored in the UC Vault or the UC Dropbox. OneDrive is not recommended for storage of research data, as your access to data is removed if you leave UC. OneDrive Ddata, like SharePoint, is stored offshore in Australia. Please consult with our Data Librarian or eResearch Consultant if you require storage for Sensitive Research Data, or if your research data requires “Special” handling.
Collaboration and Privacy
When you share a OneDrive folder with a user external to UC, they will receive an invite to that folder and may need a Microsoft account to access the folder on a web browser. The only people who can access your files are you and the collaborators with whom you selectively share your files. The owner or administrator of a folder can appoint other people as owners, so it is important to know who is able to share folders if you will be storing sensitive files.
In the case of an audit investigation, University systems administrators may be directed to access your account - as they are able to do with other IT services (such as email, desktop devices or networked storage drives). Such access is in accordance with the IT Policy Framework and the Staff Code of Conduct. If such a request is made, the systems administrator would access the account solely for the directed purpose of the investigation. We expect this provision to be used very rarely.
Māori Data
Where to store Māori data should be clarified with the iwi or hapū owning the data. While they may agree in some circumstance to store the data offshore, our default assumption is that the data should remain on New Zealand soil, which means that Dropbox should not be used in most cases.
When You Leave UC
Your OneDrive access will be revoked after some time. It is important to manage your OneDrive data responsibly. Any “corporate” UC data should be moved to appropriate UC storage. Data you currently share with UC colleagues and to which they will still need access to after your departure needs to be transferred to them.
