Store and share files

At KI, there are various services for storing data and sharing files, and you can use the one that best suits your needs. On this page you can read more about the most common forms of storage that are available to all employees.

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 and other departments may order it.

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

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.

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. 

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. 

Order folder on P: or L:

To order a new folder, create a new IT case on KI Self Service and submit a filled order form:

If your department is not part of Coordinated IT and you want to order central storage on a file server, read more on the page servers and storage.

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.

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.

More on central storage on file servers

Price/fee

For each department within Coordinated IT, 73 TB is included. The department may freely allocate this volume to group-, project-, lab folders and S3.

Volumes exceeding these 73 TB cost SEK 1.29/GB/year and are billed quarterly by the IT Office.

Suitable for large data sets

Project folders and lab folders: yes. Group folders: no.

Maximum volume of data

Group folders: 3 TB/department.

Requires KI network or VPN

Yes.

Available from the internet

No.

Suitable for collaboration with employees/affiliated at KI

Yes.

Suitable for collaboration with external parties

No.

Storage of personal data

Yes.

Storage and sharing of sensitive personal data

Yes.

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 5 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.

More on storage on OneDrive

Price/fee

Each employee and affiliate has 5 TB of storage available on OneDrive. OneDrive is part of Microsoft 365 which is included in the IT fee.

Suitable for large data sets

No.

Maximum volume of data

The maximum file size that can be saved in OneDrive is 250 GB.

Requires KI network or VPN

No.

Available from the internet

Yes.

Suitable for collaboration with employees/affiliated at KI

Yes.

Suitable for collaboration with external parties

Yes.

Storage of personal data

Yes.

Storage and sharing of sensitive personal data

Yes.

What happens to my files saved on OneDrive when I leave KI?

That depends on your role - read more about this on this page.

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.

More on storage in Teams

Price/fee

Teams is part of Microsoft 365 which is included in the IT fee.

Suitable for large data sets

No.

Maximum volume of data

Maximum file size is 250 GB.

Requires KI network or VPN

No.

Available from the internet

Yes.

Suitable for collaboration with employees/affiliated at KI

Yes.

Suitable for collaboration with external parties

Yes.

Storage of personal data

Yes.

Storage and sharing of sensitive personal data

Yes.

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.

More on MFT

Price/fee

The MFT service is free of charge for employees/associates.

Suitable for large data sets

Yes.

Maximum volume of data

No maximum volume.

Requires KI network or VPN

No.

Available from the internet

Yes, and through SFTP.

Suitable for collaboration with employees/affiliates and external parties

For file transfers only: can be shared with both external and internal parties.

Storage of personal data

Yes.

Storage and sharing of sensitive personal data

Yes.

Research data and personal data

FAQ

How do I get rights to existing folders in group folders, project folders and lab folders?

Group rights are based on where in the organisation you work. Anyone who is employed or affiliated with a group can access the group's storage folder.

Project and lab folders are managed by the folder owner who in turn orders them from ITA.

How do I access group folders, project folders and lab folders?

If you have a KI client computer, group and project folders are automatically connected to your computer if you are connected to the right network. Lab folders, on the other hand, must be set up manually.

How many project or lab folders can I have?

There is no limit to the number of project or storage folders an employee can have. What determines the cost is the amount of data stored.

What can I store in the S3 storage?

The S3 storage is approved for GDPR data, up to and including sensitive personal data for internal use within KI.

Other storage and server solutions

The IT Office offers a number of complementary services in the form of server solutions such as S3 storage and Iaas.

You can read more about these on the Servers and storage page.

Contact

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

MH
Content reviewer:
10-01-2024