Store and share files

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 centre. There are three different places for storage on the central servers of KI:

Project folders (P:)

Storage space for projects and research data for groups. The owner of the folder decides who will have access to it. Only individuals with a KI ID (not students) can access the storage space. 

To order a new Project folder

 To order a new Project folder, you fill out this form.

Apply for access to Project folders

Now, individual users who wish to access existing project folders can apply for access directly in IDAC. Instructions are available in this guide on KI Self Service.

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 or a folder for a group. Only individuals with a KI-ID (not students) can access the storage space. 

To order a new Lab folder

 To order a new Lab folder, you fill out this form.

Group folders (G: on Windows)

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

Access rights to the group folder is granted to employees or staff affiliated to the group. The folder is automatically connected if you have a KI client computer.

This option is only available for departments within Coordinated IT.

To reach folders

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

To connect to your lab or projects folders, follow the guides below. Note: If you have a KI Computer you should be able to see your folders automatically.

OneDrive

OneDrive is a cloud service for storing and sharing folders and files where you can also share your files with users outside KI. OneDrive is available to all employees and affiliates and each employee has 1 TB of storage available.

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 on your computer instead of uploading it via the web.

On KI computers (Karyon clients), OneDrive is pre-installed. The computer connects to OneDrive automatically and synchronizes the Desktop, Documents and Pictures folders. You can sign in to OneDrive through browsers and apps to access your files on other devices.

Storing and sharing sensitive personal data requires multi-factor authentication

Two-factor authentication (MFA) is mandatory for all external parties you share files with. MFA is activated automatically for all sharing.

Teams

Teams is a social collaboration tool in Microsoft 365 that groups can use to organise, talk to each other and collaborate in different ways. All employees can create a Team in Microsoft 365.

Teams is the recommended tool to facilitate collaboration between employees at KI where it is easy to save and share files and conduct digital meetings and webinars.

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.

Contact

If you have any questions about the services, feel free to contact Helpdesk at KI.