Storing Files @ UVM

FILE STORAGE OPTIONS

• Files can be stored on internal or local hard drives (personal computers like laptops and desktops).

• Files were once stored on external drives like CD’s (Compact Discs) or Floppy Discs, but these technologies are no longer used

FILE STORAGE OPTIONS

• Removable USB devices (sometimes called data sticks or USB drives) have replaced Compact and Floppy discs. USB devices are like tiny hard drives. They are more stable and durable because they don’t have a spinning disk inside (like CD’s and Floppy Disks)

• USB (new) Magnetic disk (old)

FILE STORAGE OPTIONS

• However, Personal computer hard drives and USB sticks are both prone to damage, loss, and theft

DATA SECURITY

• Therefore, these storage methods are not recommended for important data personel or employee information

SERVERS (REMOTE HARD DRIVES)

• Files can be also be stored on remote hard drives called servers. • Servers are more secure than local hard drives

because they are less prone to damage or theft.• Google Docs or Dropbox are examples of popular

server or Cloud” server storage for consumers

SERVERS @ UVM

• UVM owns and operates its own servers at several facilities. Custodial Services actually cleans one of them at Technology Park, in Williston!

HOW WE USE UVM SERVERS

• We use UVM’s servers in two ways• Winhome provides each employee with our personal

storage space for files and – believe it or not – space for each employee to host its own webpage, if desired

• Shared Drive provides departments like Custodial Services with shared space so that files can be stored and exchanged without sending an email.

WINHOME (H)

SHARED DRIVE (S:)

TIPS FOR USING WINHOME

• Winhome is automatically linked to My Documents folders on your laptop

• You should use the My Documents folders to store all of your work files

• Organize your My Documents folders by adding additional folders

• Winhome is password protected, so accessing your work files from home will require additional steps, which will be outlined in another slideshow

• Pictures and vicdeos are also stored in your Winhome, so be careful about adding too many of these because it can fill up your data storage limit

TIPS FOR USING THE SHARED DRIVE

• The shared drive is used by everyone, so be careful about moving files, modifying files, or deleting files that are not yours

• Use the shared drive to collaborate with colleagues rather than emailing files back and forth

• Keep copies of files that your colleagues may need to use when you are on vacation or sick (timelogs/staffing coverage plans/recipes for food!)

• Revomve files from the Shared Drive that you no longer use so that Departmental data limits do not fill-up.

• Additional info about saving Famis timelogs (excel csv files) will be provided in a separate Module & Lesson

WHAT ABOUT MY DESKTOP?

• Storing lots of files on your desktop is a very common practice

WHAT ABOUT MY DESKTOP?

• Desktop storage is not backed-up on Servers, so it is vulnerable to theft, damage, or loss.• Desktop storage also leas to disorganization and

misnaming of files

CONCLUSION

• Remember the bigger picture

• Storing files on personal computerHard drives or even USB devicesIs not the safest method

KEY POINTS

• Use UVM severs to store data (Winhome & Shared Drive)• Use Winhome via My Documents on your personal

computer to store all of your work files• Use Shared Drive to share & collaborate with

colleagues• Accessing Winhome & Shared Drives from home will

require additional software and training• Stay away from storing all of your files on your

desktop