STORAGE solutions at UCLouvain
In a nutshell :
We recommend to use SharePoint Online or Mass storage+NextCloud, depending on the size of your data. Sharepoint Online is probably the easiest solution thanks to its integration with other office tools, but the performances degrade with data file larger than 250MB. For very large datasets (terabytes), mass storage should be considered. Used in conjunction with Nextcloud, it offers a Dropbox-like solution for very lage files. It is very efficient but requires more configuration.
If you only want to safely transfer large dataset to trusted peers, you can also use: https://intranet.uclouvain.be/fr/myucl/services-informatiques/transfert-de-fichier-volumineux-transvol-belnet.html
SharePoint Online may be preferred to OneDrive: they are indeed more lasting than OneDrive, which automatically deletes data at the end of the contract with the user. For example, if you leave the university, your data will be deleted. So, if you have to use OneDrive, please ask a colleague with a permanent position to create the project file, or backup it carefully before leaving.
We strongly advise against Dropbox, Google Drive (or any other cloud solution) for your research data: there is no guarantee that your data are not seen by others, and data property issue may rise too.
If the size of your data is >250Mo, SharePoint will not be performant, and we’d rather advise to use service fichiers (OASIS).
Details of each of the recommended solutions:
1. Sharepoint Online
With SharePoint online, users can create websites where they will store their data, which can be coedited and synchronized on everyone’s computer via One Drive.
These data should however not 250Mo exceed in order to be efficient. Consequently, the stored data are mostly excel sheets, documents portfolios, or other small size data.
- Strong integration of Microsoft tools
- Security: previous versions can be retrieved and restored easily
- Document coedition is possible, as well as document validation flux
- Autonomy: any member (in or outside UCLouvain) can be added by the account administrator
- Security: data are stored on Microsoft servers and are not saved (except from previous versions)
- Not suited for large datasets (>250Mo)
2. Mass storage + Nextcloud
Every UCLouvain member can request access to the mass storage. Several hundred terabytes are available and offered at cost price. It can be associated with a Nextcloud account to share the data easily.
- Can store very large data sets
- Backup and duplication can be organized upon request
- Fast network connection to the CISM compute resources
- Less integration with Windows and office tools
- Require a minimum working knowledge of Linux
More information: https://www.cism.ucl.ac.be/doc/_contents/Storage/index.html
If you have to share or coedit data >250Mo, OneDrive is a good solution for you. You can give acces to your fellow colleagues outside the university, and data are stored and backuped safely in the EU, which corresponds to GDPR recommendation. However, be careful, cause your file will be deleted once you’ll leave the university. So make sure that someone with a permanent position create the file, or put a reminder to backup the file safely before leaving.
More information on Onedrive: https://intranet.uclouvain.be/fr/myucl/services-informatiques/onedrive-enterprise.html