File Management

Good File Management Guidelines

ITS has recently updated the guidelines for good file management - Good eInformation Management Practices (PDF 154 KB). Apart from tips on suitable file storage locations and practices, the document includes guidelines for naming files and managing data throughout the information life cycle.

It is most important that users store data in appropriate locations. In particular, people should not store data of importance to the university on local hard drives. Hard disks are subject to sudden failure which can lead to loss of data. Important files should be stored on the network where data is backed up centrally and can be recovered in the case of a hardware failure.

All staff and post-graduates have a basic network disk quota of 4 GB. In cases of genuine need, arrangements can be made for more network space by emailing your request to

Several changes are occurring to network storage in conjunction with the Windows 7 rollout. The old shared network space on U: drive is being replaced with S: drive. As users’ computers are switched to Windows 7 they will lose access to U:.  All the old U: data is available on S: and we have more flexibility now to create specialised shared spaces on S: drive. Individuals are given rights to folders on S: according to their requirements. If you cannot see material on S: that you need, please send at email to