General storage principles and related policies
Aalto Data Storage and retention principles
How to save files?
When you have a centrally managed Aalto University workstation, you can save work files to:
1. Network drives
2. Cloud services (such as OneDrive, SharePoint and Teams)
Choose network drives as the primary option for ensuring data recovery if something happens to your computer or storage media.
You can use cloud storage services like Microsoft OneDrive to share drafts for collaboration. However, remember to save the final, preservable versions to a network drive.
1. Network drives
2. Cloud services (such as OneDrive, SharePoint and Teams)
Choose network drives as the primary option for ensuring data recovery if something happens to your computer or storage media.
You can use cloud storage services like Microsoft OneDrive to share drafts for collaboration. However, remember to save the final, preservable versions to a network drive.
Recommended file saving practices
Good file management makes it easier to find, share and reuse your work. Keep the following in mind when saving files:
- Name files according to their purpose – a clear and descriptive file name helps you find the right version when you need it.
- Choose one language – use a single language for file and folder names. Mixing languages often makes saving and finding files more confusing.
- Avoid deep folder structures – keep folder hierarchies simple and data as visible as possible. Split large entities and combine very small ones.
- Choose the storage location according to purpose:
- OneDrive – for drafts and shared commenting. Remember to save the final version to a more suitable location if you expect the file to be useful later.
- Home – for large or heavy files
- Teams – for real-time collaboration
- Network drives (Work & Teamwork) – for shared storage and long-term use
Please note that files shared in Teams chats are automatically saved to OneDrive in the “Microsoft Teams Chat Files” folder.
How to find Microsoft OneDrive and network drives on your Windows workstation
Open File Explorer:
-
Click on the File Explorer icon on your taskbar.
OR
- Press Windows + E on your keyboard
In File Explorer, your OneDrive – Aalto University is visible in the navigation pane on the left-hand side.
You can find network drives under This PC in the navigation pane on the left-hand side. Open the list of options under This PC by clicking on the arrow head before This PC.
If the navigation pane is not visible in your File Explorer:
- Click on View.
- Click on Show.
- Select Navigation pane.
How to save files from Microsoft 365 desktop programs to OneDrive or network drives on a Windows workstation
- Click File
- Click Save as (for new documents) or Save a Copy (for documents already saved elsewhere)
- Choose the location:
- Recent: shows recent folders that you have saved files to.
- OneDrive – Aalto University: allows you to save to OneDrive.
- Quick access: save to Teams.
- This PC: allows you to save to your home directory, computer, or network drive.
- Browse: allows you to locate and select the correct storage location – select your team’s network drive.
Records Management Plan TOS
Aalto University Records Management Plan (tiedonohjaussuunnitelma) TOS is a set of guidelines for registration, processing, and retention of Aalto University's documents and comparable information. The Records Management Plan TOS contains detailed information on handling, registration, publicity, retention periods and personal data nature of University's documents and data.
Comparison of collaboration tools
Collaboration tools enable collaboration and data sharing within groups, as well as publishing data to internet. All the services mentioned below can be accessed with Aalto username and password
File storage space for work and studies (Work network drive)
Information on the Work network drive, a group-specific storage space | work directory (work.org.aalto.fi)
File storage space for research and groups (TeamWork network drive)
Information on the TeamWork network drive meant for researchers, research groups and projects
OneDrive for Business
OneDrive for Business offers online storage space for collaboration. The service also offers the possibility to share and modify files, for example directly from the browser.
OneDrive: Quick Guide
OneDrive allows you store your files in one place, share them with others, and get to them from any device connected to the Internet. This guide helps you get started.
IT Service Desk contact information and service hours
Contact IT End User Support for help or information on Aalto University IT. You can visit the service desk during opening hours or ask for help by email, telephone or chat.