Storing Your Data

Data Encryption Policy

The University of Florida requires all devices that handle any University information, whether it’s email, student grades, projects, etc., to be encrypted. This includes USB flash drives, external hard drives, laptops and smart phones. For more information on the Data Encryption Policy, please review UF’s Mobile Computing and Storage policy here.

Where to Store Data

The following are valid locations for data storage:

  • For non-shared data, it should be stored in your OneDrive. Do not store HR or financial related data in your OneDrive. The K: drive should be used for these items.
  • For sensitive or restricted college data it should be stored on the Shared Network Drive (K:).
  • These drives are for business use only and should not be used to store personal data.

Each academic unit has a preference to where you should store your data. Please ask your Chair/Director or Office Manager for more information.

Where Not to Store Data

Per the UF Information Security Office, the below services are not to be used:

  • Unencrypted storage devices.
  • Non-University of Florida email.
  • Non-University of Florida manage storage locations.

H and K drives

Using the H drive

Your DCP Home Directory is mapped at DCP as the H: drive. To access these file remotely you must be connected to the UF VPN service then use your UNC* share name to access the files which is specific to your user name.

This method is being phased out in DCP. Some users still have existing H: Drives and new ones can be provisioned upon request, however they are not automatically created for new employees. To request a permission-based folder on the K drive, submit a ticket to DCP IT.

Using the K Drive

The K drive is the college’s shared drive and is used for storing DCP business related data. You can access these files from any DCP computer.

  • The folder titled “College” is accessible to the entire college. Store data here that is shared across academic units.
  • The folder titled with your academic unit name is accessible to everyone within your academic unit.
  • If files do not have restricted or sensitive data and the files are open for anyone in the college or academic unit to view.
  • If files are only to be shared with certain people within the college or academic unit, request a permission-based (restricted) folder through the DCP IT Help Desk. DCP IT will set up the folder so only those people who need access can view the folder. These folders are great for work groups, projects, etc.
  • To request a permission-based folder on the K drive, submit a ticket to DCP IT.

Why You Should Store Your Work Data Here

There are many advantages to storing data on these drives

  • We can recover any files that are accidentally deleted.
  • You can access them remotely while not on campus.
  • Ensures that all data is safely stored and properly backed up.

Accessing the H and K Drive Remotely

Windows

Access your DCP Home directory (H:)

  1. Ensure that you have a VPN connection before proceeding.
  2. In Windows , click the Start menu enter the file path in the search programs and files bar.
  3. In the run or search bar type the \\ad.ufl.edu\dcp\home\YourGatorlinkID
  4. Enter your Gatorlink address in the User Name box.
  5. Enter your Gatorlink Password and click OK. It is recommended to not select “Remember my password.”
  6. You should now be able to view the contents of your Home Directory (H:\).

Access to Shared Network Drive (K:)

  1. Ensure that you have a VPN connection before proceeding.
  2. In Windows , click the Start menu enter the file path in the search programs and files bar.
  3. In the run or search bar type the \\ad.ufl.edu\dcp\home\YourGatorlinkID
  4. Enter your Gatorlink address in the User Name box.
  5. Enter your Gatorlink Password and click OK. It is recommended to not select “Remember my password.”
  6. You should now be able to view the contents of the shared drive (K:).

Mac

Access your DCP Home directory (H:)

  1. If you’re accessing the directory remotely, ensure that you have a VPN connection before proceeding.
  2. From Finder click on Go>Connect to server or press Command K.
  3. In the Server Address bar enter smb://ad.ufl.edu/dcp/home
  4. Enter your Gatorlink user name and password when prompted.
  5. Click on the word Home from the list of locations.
  6. Open the folder that has the same name as your Gatorlink.

Access to Shared Network Drive (K:)

  1. If you’re accessing the directory remotely, ensure that you have a VPN connection before proceeding.
  2. From Finder click on Go>Connect to server or press Command K.
  3. In the Server Address bar enter smb://ad.ufl.edu/dcp/share
  4. Enter your Gatorlink user name and password when prompted.
  5. Click on the word DCP from the list of locations.
  6. Click on your Departments Share folder.

Cloud Services

UF uses DropBox and OneDrive for cloud storage options. Please see our Cloud Storage Services section for more information.