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Closure of Hull York Medical School ‘K Drive’ and ‘T Drive’ and migration of files to the cloud

We will be closing access to the Hull York Medical School ‘K Drive’ and ‘T Drive’ please ensure you move your files to prevent losing access to any files

As Office 365 and Microsoft Teams becomes more widely used within the Medical School many teams and projects have now moved their files from the ‘K Drive’ and ‘T Drive’ (that are accessed from machines attached to the university network) to Microsoft OneDrive and Teams which are cloud based storage solutions. This cloud based storage makes accessing files off-campus much easier, allows multiple people to collaborate on the same file (so avoids multiple versions of the same file) and allows users to manage how and who they share documents with.

K and T drives

Having some files on the ‘K Drive’ and ‘T Drive’ and others in the cloud increases the risk of administrative errors (due to version control) and security lapses (permissions on files and folders not being updated) and also many of the files on the ‘K Drive’ and ‘T Drive’ are  old and may need deleting in line with institutional data retention policies. For this reason the school has taken the decision that that we will support our users through a process whereby all required files from our existing ‘K Drive’ and ‘T Drive’ file-stores are migrated to the Microsoft cloud (Teams/OneDrive) and then access to the ‘K Drive’ and ‘T Drive’ will then be removed.  

The timescales for migrating the ‘K Drive’ and ‘T Drive’ to the Microsoft Cloud are as follows: 

  • Aug 2020 – No new folders or permissions will be created on the existing file-store
  • Jan 2021 – Permissions on the File-store are set to read-only for all users
  • Jan 2022 – Remove access to file-store for all users 

What does this mean for me? 

If you currently access any files on either the ‘K Drive’ or ‘T Drive’ these files will need to be moved to the Microsoft OneDrive or Teams otherwise you will lose the rights to update files from the 1st January 2021 and will lose access altogether from 1st January 2022. 

 What are the benefits ?

There are many benefits to storing your files in the cloud including better security, being able to collaborate on files with colleagues and making your files more accessible: If your files are stored in Microsoft OneDrive or Teams you be able to access them from anywhere with an internet connection using a variety of devices. You will also be able to manage your own permissions on your files and folders to share them with internal and external colleagues.

Where should I move my files to? 

For any files that belong to you (rather than belonging to a team of people) it makes sense for your files to be stored in your OneDrive. For files that belong to a team and / or where multiple users need access to collaboratively work on files, it makes more sense for these to be stored in Microsoft Teams. We’ve created some guides that explains this in more detail:
Guidance on data storage options
OneDrive Files vs Teams Files.

How do I move my files into Teams? 

We’ve created some guides to help with this process. Please see the following:
Moving Files Into Teams Via SharePoint
Moving Files Into Teams Via OneDrive Sync

Are there any restrictions on what I can copy to Microsoft Teams / OneDrive? 

Currently the maximum file-size (for a single file) in Teams and OneDrive is 15Gb and the maximum overall file-size for a Team is 25Tb.

What help is available?

Please contact the Learning Enhancement and Systems team if you have any questions or queries about migrating your files. The team will be able to offer any training and support that you require to help you move your files.

Updated on 19/11/2020

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