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Transferring your data

Transferring data securely: your options

  • The College email system allows sending of email messages up to 20MB in size.
  • However…while you might be able to send large attachments it might not be appropriate to do so.
  • Consider…the recipient might have limited storage quota ; you might fill up their mailbox or cause their emails to bounce until they clear their mailbox; or they may have a slow/expensive internet connection which can slow sharing

File Transfer service enables:

  • Short term storage for files too big to be sent via email
  • Single files can be up to 1GB in size and automatically send an email message to a maximum of 25 recipients
  • Recipients are notified they can download the file by clicking on a message
  • Good for files that would be otherwise be blocked for security reasons e.g. an exe.file
  • Available for College staff, postgraduate students and 4th and 5th year undergraduate students
  • System is not suitable for large-scale file distribution so email lists not suitable.
  • System only permits three attempts to download the file
  • Access File Transfer Service via https://transfer.kcl.ac.uk – how to use FTS on Digital Skills Hub [link to page to follow]

  • These systems are not managed by King’s and are therefore not subject to our data and technical security standards in the event of something going wrong such as loss of data

  • We strongly recommend you use cloud storage such as OneDrive or SharePointrather than portable storage devices such as USB sticks or portable hard drives. 
  • It is far easier to lose a USB stick rather than delete a backed up file!!
  • With the introduction of Office365, all staff have access to secure Cloud storage via their personal OneDrive or departmental SharePoint sites. Network Shared drives are also accessible via the desktop.
  • Use an approved IT system which we support e.g. SharePoint, Teams, One Drive
  • We do not support third party storage sites such as Dropbox; Googledocs; Trello etc.
  • If you must use a USB or other portable device e.g. for giving a presentation ensure your device is encrypted as much as possible
  • Remember personal data or confidential information there is a risk of GDPR non-compliance and/or reputational risk. 
  • More about GDPR at King’s; IT Acceptable Use Policy
  • Please consider the type of data you are sharing and the terms and conditions of the platform you sign up to. Some platforms reserve the right to use such data for other purposes. 
  • Contact the IT Service Desk on xt 88888 or email 88888@kcl.ac.uk if you are unsure.