Storage options

ITS provides various cloud storage options for University files and data. Storage locations are available to you for your access only, in addition to shared locations for members of a group to use. All cloud storage is governed by the same backup procedures and disclosure policies, as described below. For descriptions of the storage options, click on the buttons below.

  • Backup. Files stored in the cloud are backed up nightly. Do not store University data on desktop/laptop hard drives; they are not backed up.
  • Disclosure. All University data stored in the UCOP cloud or on UCOP owned devices are subject to disclosure under the Public Records Act. The UC Electronic Communications Policy governs disclosure of UC electronic communications including email.

Storage for Your Access Only

You have several cloud storage options that only you can access. You may use any and all of them.

  • Cloud computing Documents library (40 GB)
    • The cloud computing Documents library in Windows 7 is like the My Documents folder you may have used in Windows XP.
    • The cloud computing Documents library is visible from the cloud desktop and from cloud applications.
    • When you save files, you see the Documents library listed as a storage option, along with the "P" drive and any departmental fileshares you have access to.
      document library
  • "P" drive or individual fileshare (40 GB)
    • The “P” drive is visible from the cloud desktop, cloud applications and, unlike the cloud computing Documents library, from most computers connected to UCOP’s network.
    • When you save files, you see the “P” drive listed as a storage option, along with the cloud computing Documents library and any departmental fileshares you have access to.
    • Some of you will continue to use applications that have not yet been migrated to the cloud, and so are still installed on your physical computer. In this case, you may find it best to save files to the “P” drive, since you can then access them from both your physical computer, as well as the cloud desktop.
      p drive
  • Outlook Online Archive (20 GB)
    • The Outlook Online Archive is for storing email you want to keep longer than one year.
    • It appears in the Outlook folders list as “Archive –your email address.” See the example below.
      Outlook Online Archive
    • You must move Outlook personal folders or pst files you need to the archive. They will not be moved for you. Note that once you migrate to cloud computing, any pst files not in the archive will not be backed up.
    • PC users access the archive from Outlook 2010. Mac users can access it via OWA or Outlook 2010, which is available through the cloud applications on your Mac.
    • The archive is backed up for disaster recovery, e.g., if the entire Oakland data center were struck by a natural disaster. However, single deleted messages or a single archive mailbox cannot be recovered for customers.
    • Learn how to use the archive.
  • Local hard drive – desktop/laptop
    • Not recommended. ITS does not back up local hard drives.

Storage for Shared Access

You have cloud storage options that a team or group of people can access. Your department or project leader determines who has permission to access these locations. Follow your department’s practices for determining whether to place documents in departmental fileshares or on SharePoint.

  • Fileshares / network drives (unlimited storage)
    • Recommended for files referenced and updated by a team.
    • After you migrate to cloud computing, you will continue to have access to the departmental fileshares you currently use.
      Fileshares - network drives
  • SharePoint (unlimited storage)
    • Recommended for project-related files and collaborative work.
    • After you migrate to cloud computing, you will continue to have access to the SharePoint sites you currently use.
    • File size limit: 200 MB
    • Learn more about SharePoint.