Store and share files

Information about tools for storing and sharing files.

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Enhancing data storage at KI

In Autumn 2020, a project was initiated to simplify and improve data storage at Karolinska Institutet. Some of the changes involve the phasing out of KI Box, KI Cloud, and the home directory H:, as well as re-modelling of the shared data storage G:.

More information about the project About the project to enhance data storage at KI.

Central storage on a file server

Central storage means that the servers on which data is stored are located in Karolinska Institutet's own data center. This storage solution is offered to the departments that are part of Coordinated IT. Other departments can order it.

There are currently four different places for storage, H:, G:, P:, and L:. The ongoing improvement of data storage implies that:

  • G: will house only a small amount of administrative data
  • P:, the new share folder, is where you store researcher data and data for projects that was previously stored on G:
  • H: moves to OneDrive
  • L: remains unchanged

Which storage place to choose will depend on who is to have access to the files/data.

Group folders (G: on Windows)

The group's common storage space for administrative data, such as processes and routines for how to work in the group, vacation lists, etc.

Access and rights to the group folder is controlled by the persons employed or affiliated to the group. The folder is automatically connected if you have a KI client computer.

This is only available for departments with Coordinated IT.

Project folders (P:)

Storage space for projects and research data for the groups. The owner of the folder decides who is to have access to it. Only persons within KI (who have KI ID, not students) can access the storage space on P:.

Find instructions on how to order a project folder in the next section.

Home directory (H:)

Personal space that only the individual user has access to (only available for departments with Coordinated IT).

Lab folders (L:)

Storage space similar to the project folders, but that can also be accessed from the lab network. Lab folders can be ordered as a personal folder of a folder for a group.

You must be connected to KI's client network or VPN to access your folders. You can access the lab folders even when you are connected to the lab network.

Order folder on P:

To order a folder on P: or L: create a helpdesk ticket in KI Selfservice with the following information:

  • The folder's name
  • Person who owns the folder, first and last name and KI ID (is going to approve who is going to have access to the folder in the future)
  • How big do you think the folder will be (if predictable)
  • How much will the folder grow in size (if predictable)
  • Which users should have access to the folder, first and last names and KI ID

If your department is not part of Coordinated IT and you want to order central storage on a file server, read more about storage in our service catalogue (in Swedish only).

OneDrive

OneDrive is a cloud service for storing and sharing folders and files. OneDrive is available to all employees and affiliated at KI. Employees and affiliates have 5 TB of storage available on their OneDrive.

The maximum size of files that can be saved in OneDrive is 250 GB. If the file is larger than a few GB, we recommend using the OneDrive Sync app instead of uploading it on the web.

On migrated KI computers, OneDrive is pre-installed. The computer automatically connects to OneDrive and synchronizes Desktops, Documents and Images to OneDrive from the computer.

You can also log into OneDrive through a web browser and access your files.

You can also visit Learning Pathways in Teams to learn more about OneDrive.

Storing and sharing sensitive personal data requires multi-factor authentication

You can save sensitive personal information in OneDrive if you have multi-factor authentication enabled to log into your account.

If you want to distribute folders or files with sensitive personal data, you must ensure that the recipient also has multi-factor authentication enabled. It is up to the employee or affiliated to notify the recipient and ensure that multi-factor authentication is enabled before sensitive personal data is shared.

Shared files

Previously, you have been able to share files from KI Box. From now on you can continue to share your files via OneDrive instead. If you do not know which files you are currently sharing, you can find more information on Microsoft support See files you shared in OneDrive.

KI Cloud (ownCloud)

KI Cloud is a cloud-based file synchronizing service "share and sync" where all data is stored and backed up in KI's central IT Department's data center. With KI Cloud, you can synchronize files between the computer, mobile phone and tablets, as well as share files with colleagues both inside and outside KI. KI Cloud is based on a third-party solution; ownCloud.

MTF (Managed File Transfer)

MFT is a service that makes it possible to safely share and receive data from internal and external users.

It is not a storage service, but solely a service for sharing and receiving data. Data uploaded to the service only remains active for 30 days. When 30 days have passed, the data is deleted. It is therefore important to download or move the data to a suitable storage location within those 30 days.

The MFT service is accessible via HTTPS (browser) or with SSH File Transfer Protocol (SFTP).

The service requires multi-factor authentication (two-step verification) when logging in.

Management of personal data

Management of personal data
Department server IT Office's Server unit: G, H, P, L KI ELN KI Box (no MFA) KI Cloud (no MFA) KI Share (no MFA) OneDrive Teams
Storage, no personal data Yes Yes Yes Yes Yes Yes Yes Yes
Storage, Sensitive personal data (Yes) Yes Yes No No No Yes* Yes*
Sharing, no personal data Yes Yes Yes Yes Yes Yes Yes Yes
Sharing, sensitive personal data (Yes) Yes Yes No No No Yes* Yes*
  • (Yes) = Talk to the responsible person at your department of IT before you save sensitive  personal data on the system. If personal data is to be shared outside KI, extra safety actions might be needed.
  • MFA = Multi-factor authentication. Is used to secure your files more securely. Read more on how to activate MFA.
  • * = Provided that MFA is activated.

Questions?

If you have any questions about the services, feel free to contact KI’s central IT support.