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Sharing your data

The most accessible way to share your data at King's is via a SharePoint site. 

Below you will find information and guidance about SharePoint across access, security, capacity, and further guidance. 

Access

  • Part of Microsoft 365 – access via the King’s network or externally via https://www.office.com

  • Access across multiple devices and computer operating systems including Microsoft Windows PC, Apple Mac OS X, Google Android and Apple iOS and Linux clients and personal computing devices.

  • Can be shared with third party companies/externals in line with King’s policies.

  • Store documents and other files created and accessed by multiple people.

  • Ownership: Requires site ownership with permissions to control the site e.g. share data with others.

  • More than one site owner but not more than five. 

 Capacity

  • You can store up to 25TB of data  

  • The maximum file size is 200GB per file 

 Security

  • Protected by Microsoft - multiple layers of security and encryption.

  • Store documents in SharePoint that contain confidential, sensitive information and PII - as long as access is restricted to those who need to have access to the information using the permissions functionality within SharePoint.

  • Version history: you can store up to 500 previous versions of data files indefinetly unless data is manually deleted.

  • File recovery: can be recovered from SharePoint recycle bin by individual who originally deleted it or by IT for up to 93 days: beyond that not recoverable.

  • For any other recovery issues – call the IT Service Desk.

  • Site access must be regulated by the designated site owner(s) and is enforced by SharePoint based permissions.

  • Please inform the IT Service Desk if you make any changes to site ownership or access so we can log changes.

  • New and existing SharePoint sites can be set up with an additional layer of protection against accidental site deletion by requesting, via Service Desk, that 'Legal Hold' capability is enabled for that site;

  • This ensures that a deleted site can be restored at any future point compared with the recovery period of 93 days for non-Legal Hold sites. 

  • Depending on your requirements and demand we may be able to offer team/group or 1-2-1 training. 

  • Please contact the Service Desk for further guidance and information on 0207 848 88888 or email 88888@kcl.ac.uk 

 Guidance

  • Everything you need to know about SharePoint is available on the Digital Skills Hub 

  • You can request a SharePoint site by contacting the IT Service Desk on 0207 848 8888 or email 88888@kcl.ac.uk