Staff Storage Information
Please find here some information on Staff Storage e.g. Housekeeping, Quota Increase, Drives.
Brush up on your Housekeeping
H drive storage:
Email storage:
Inbox
Sent items
Deleted Items
Attachments
Archive
How do I request an increase to my data storage quota?
H Drive Quota Increase Request
E-Mail Quota Increase Request
Where do I store my files?
Drives
Personal Drives
Shared drives
List of drives available:
Brush up on your Housekeeping
Please ensure that you read these guidelines on housekeeping before requesting an increase in data storage:
• Please always ensure that you delete all files, folders and sub-folders which you no longer require before making a request for increasing your quota.
• Please also ensure that you have compacted your email personal files which reside on your H:\ drive. Please refer to the Outlook FAQ 067 for details on how to do this.
Email storage:
Staff have 120MB of total email data storage on the email servers.
The System Administrator issues warming emails when you exceed certain quotas:-
• If the mailbox size reaches 100MB, you receive a warning but you can still send and receive emails.
• If the mailbox size reaches 120MB, you are stopped from sending and saving emails, but you can still receive them.
• If the mailbox size reaches 150MB, you are stopped completely from sending, saving and receiving emails.
Reducing mailbox size below the quota stops warnings and re-enables send and receive.
For more information on managing your mailbox, please visit Outlook 2007 FAQ 008
Inbox
Clear out your Inbox regularly otherwise it will grow very large very quickly.
You can save messages to a personal storage offline archive file if you do not wish to delete them.
Email is an essential work tool. You need to make time to manage it effectively.
You can create subfolders to structure the email you retain on the server.
Email filed to these subfolders is still on the server and occupies part of your quota.
Sent items
Email in your Sent Items is stored on the server and erodes your file quota. Please ensure you delete emails which you don’t need in your Sent Items folder.
Deleted Items
Make sure your deleted items folder is actually emptied
An “unemptied” deleted items folder erodes your email quota
Attachments
Attachments are the main quota sapping culprits
You can re-order your email to view which have attachments and their overall size.
You can sever attachments from the original email and save them elsewhere.
Locate a document on a shared network area and you will not need to include it as an attachment.
Archive
Regularly archive the emails which are important and you want to keep. Delete the other non-important and no longer relevant emails.
How do I request an increase to my data storage quota?
Choose between:-
Where do I store my files?
Drives
We provide several drives which allow you to store personal files and store files shared within the University.
Please read this information in conjunction with the Data Security policy and the Encryption facilities provided by IT Services.
Personal Drives
All staff are provided with personal space on the servers in which to save work. This is the H drive. Your H drive is an area that is only accessible to you. The storage quota is 1GB per person and it is NOT to be used to save non-work related data.
Shared drives
All staff have access to shared drives. These are usually arranged in Faculty and Service groupings. This is the S drive.
Most staff have access to the T drive. This is a drive where staff can move files to enable students to see them. The T drive for staff is effectively the S drive for students.
ITS provide an area of Secure Storage on our servers for you to save your work to. These are the H and S drives.
c = is the drive where applications are installed on thick client PCs. No files should be saved on this drive
d = is a drive where files can be saved. However, it is not recommended as they are not backed up and can be accessed by anyone. In addition, if your PC needs to be re-built, these files will be lost.
e = is the CD-ROM drive. It is not available to everyone. It is used to run CDs
h = is your personal drive
p = IT Services can save some files on the P drive and the files can be read by other faculties and services. It is read only.
s = is a shared drive/area for faculty and service use. It is split by faculties and services.
t = all staff can write to the T drive and students can only read the files.
