Microsoft OneDrive for Business is an enterprise cloud-based document storage platform available to all staff and students, allowing you to:  

  • Store and access documents from any desktop/laptop computer or mobile device; and
  • Share and collaborate securely with other University staff and external users.

One terabyte (1TB) of storage is allocated to you as part of an enterprise arrangement with Microsoft.

Why use OneDrive for Business?

Enables Easier Access to your Documents

OneDrive for Business enables you to synchronise your documents to the cloud from your desktop/laptop or mobile device and have a consistent version of documents available between all devices. For example, if you were to make a change to a document on your desktop computer, with OneDrive for Business the latest version of the document would be available on your tablet.

 

 

 

 

 

 

 Allows You to Create Office 365 Groups and Share Documents

OneDrive for Business gives you (staff) the ability to create Office 365 Groups to which you can invite other staff members and invited external users (guests) similar to a Flinders shared folder (V:Drive). Groups can be used to send messages (outside of your normal inbox), documents and calendar events. When sharing documents using groups, a single version of each document is maintained and multiple group members are able to edit and view the document using either Office Online or via the Windows or Apple Mac Office Suite. 

There are two types of groups:

  • Private - In a 'Private Group', content can only be seen by the members of the group and people who want to join have to be approved by the group owner.
  • Public - In a 'Public Group', content can be seen by everyone (i.e all staff, students and invited guests) and these groups are listed for anyone to search and join.

It is strongly recommended that when you create an Office 365 Group you set it as 'Private' to ensure your documents are restricted to only group members.

 

 

 

 

 

 

 

 

 

 

 

 Secure & Compliant

OneDrive for Business implements important measures that increase the security and compliance of the platform. Security measures include:

  • Encryption in Transit. All data transferred to OneDrive for Business cloud, is encrypted with strong  encryption (TLS) preventing someone from accessing your data as it traverses from your device to the Microsoft servers;
  • Encryption at Rest. All data is encrypted with a separate encryption key when stored on Microsoft servers to ensure it is not accessible by anyone else;
  • Storage in Australia. OneDrive for Business data is stored across separate data centres located in Sydney to ensure maximum resilience and prevent data loss;
  • Cloud Certification. We have certified the Microsoft Office 365 service (which includes University email and OneDrive for Business) against our stringent internal security requirements, and we continue to perform reviews annually to ensure Microsoft maintain adequate security of the platform by demonstrating ongoing compliance with international security standards;
  • Legal Hold of Data. All information stored on OneDrive for Business is stored using legal hold, this means that all documents are recoverable to meet Freedom of Information and State Records requirements;
  • Enforcement of Mobile App Security. The rollout of OneDrive also includes the enforcement of basic security on mobile devices that you use to access OneDrive for Business and Office Online services. This ensures University information is protected if your device is lost or stolen.

OneDrive Integrates with Microsoft Office

OneDrive for Business closely integrates with the desktop Office Suite on Windows and Apple Mac computers. The latest Office suites enable you to share and co-author the same document at the same time. This increases efficiency and prevents versions passed via email from getting out of sync.


What can't be stored on OneDrive for Business?

OneDrive for Business has been certified to store any University documents classified as public, internal only and restricted. Any highly confidential documents containing the following should not be stored on OneDrive for Business:

  • Documents containing identifiable detailed medical information;
  • Documents containing sensitive human resources, legal or highly confidential matters;
  • Documents that if released, would have a significant impact on the University’s reputation, leading to significant distress to the community and/or leading to legislative breaches as defined by the Information Classification Framework;
  • Documents containing research data classified as 'highly confidential'.

OneDrive for Business has a few limitations that include certain types of documents, these limitations include:

  • A maximum document size of 10 gigabytes;
  • A maximum of 30 million documents per user;
  • Document names and paths are limited to 250 characters; and 
  • Document names with certain invalid characters are not supported.

If you have storage requirements for any of the above documents, please contact ITS Service Desk for assistance.


How can I use OneDrive for Business?

I am a...

  
By using OneDrive for Business I can...
  • Securely store and backup my lecture notes and assignments;
  • Submit an assignment to FLO from my OneDrive for Business storage space;
  • Work on a group assignment by inviting other students to co-author a document;
  • Recover an earlier version of a document I accidentally modified.
  • Securely store my research results and draft working papers;
  • Access and edit my documents whilst travelling (via iPad / tablet);
  • Collaborate with a non-Flinders colleague on a paper;
  • Share a set of files with my research team;
  • Reference or attribute the use of OneDrive in my research grant application and related data management plan.
  • Securely store my teaching notes and slides;
  • Invite a colleague to review my draft topic outline or Statement of Assessment Method (SAM) documents;
  • Share a set of documents with the students in a topic;
  • Edit a document that I've shared with a class to ensure students have the latest version.
  • Securely store my working files and share documents with my manager for review;
  • Setup a space for my team to store and manage a set of documents and templates we use often;
  • Invite an external consultant to view/edit a file (or set of files);
  • Share meeting notes and/or whiteboard images with users after a meeting.
Please refer to our 'How-To Guides' section below for guidance to implement the above use cases.

 




Access Your Flinders OneDrive for Business Account