File Storage and H: Space

Please click on the appropriate tabs below to see the guides and frequently asked questions on file storage and H: Space.

1. How do I know what my H: space size limit is?

Standard H:\ space storage quotas are:

  • Taught Students: 250Mb
  • Staff and PGR students: 512Mb

For more information on managing your H:\ space, please see here|.

2. How can I get my H: space quota increased?

Taught students should contact the IT Help Desk|. Research Postgraduates and Staff, please contact the IT Service Desk| for more information.

 

Student to Staff H: space and mailbox upgrade policy

 

H: space and mailbox quotas are set to protect the School's systems for all users. For example, as the databases holding the mailboxes grow ever larger they make the system at greater risk of corruption and loss of service.

 

Current quotas are based on student or staff status. No other distinctions are made between undergraduate, masters or postgraduate student status. More information on currently enforced quotas and on managing your H: space and mailbox quotas can be found here|.

 

Only those who have no student affiliation are entitled to a staff H: space or mailbox quota. Instances which are not applicable include (but are not limited to):

  • Research or masters students who are involved in teaching
  • Research or tutorial fellows who are also students at LSE
  • Students who perform any part-time work for LSE departments
  • Students involved in research programs for LSE staff members

A user's status is wholly dependent on the information held in the LSE central database system. If this does not show any student affiliation, users will be entitled to a staff quota.

 

Information held in LSE Central is not maintained by Information Management and Technology. Staff information is managed by HR and student information by ARD. IMT cannot change this data and users who have changed their status are responsible for contacting HR or ARD themselves to have their data changed in the LSE central databases.

 

Once the data shows no student affiliation, IMT is able to upgrade a user's H: space and mailbox quotas accordingly.

 

3. Are files on LSE storage spaces backed up?

Information Management and Technology employs an automated backup system on our servers that store H space and U drive (personal web page) data. At certain designated times, files and folders stored on these servers are backed up to a tape system. These backups are primarily designed to allow for disaster recovery, but can also be used to recover files and folders that have been deleted by accident.

 

Backup and restoration is only available for files and folders. Our email system is also backed up for disaster recovery purposes however due to the nature of the system it is not possible to restore individual mail items or mailboxes. Mail items that have been deleted are held in a special recovery folder in Outlook and are kept there for 1 month. More information can be found here.

 

Backup

 

When determining whether a file has been backed up, we must take into account the length of time that the file is on the server before deletion.

 

Backups are taken on a daily, weekly and monthly basis with a retention period of 2 weeks, 5 weeks and up to 2 months respectively.

 

Backups are performed between 10pm on the day of the backup and 9am the following day. The exact start time is randomised and therefore a file must be saved on the server before 10pm to be sure of inclusion in the daily backup.

Files that are open at the time of the backup are not included.

 

If a file is deleted before being backed up overnight then it cannot be recovered. If it is deleted before it is included in a weekly backup then it will be available for 2 weeks. Once it is in a weekly backup it will be available for 5 weeks and once it is in a monthly backup IMT guarantee that it will be available for recovery for 1 month but may be kept for up to 2 months.

 

This standard backup procedure is designed to give an effective backup service whilst still be efficient in the usage of tapes.

 

Restore

 

File restores aim to be completed by IMT within 3 working days. Therefore, users must advise their cluster team within 11 days of the file being accidentally deleted to be sure of recovery. After this time, recovery may still be possible, but this will depend on both the date the file was saved and the date it was deleted.

 

It is therefore imperative to notify your academic support team as soon as you notice that the file is gone.

 

To ensure a speedy file recovery, you must advise the IT Service Desk of the full file name including the path (for example, H:\My documents\Word\July\Statement.doc) and also the date the file was last known to be present.

 

4. I've accidentally deleted a file from my H: space (My Documents). Can it be restored?

If you have deleted a file from your h:space (my documents) and you need a file restore please contact the IT Service Desk|.

 

The following information is required:

  • Username
  • Location of file to be restored
  • Filename
  • Date you want the restore done from

Please note that we can only go back 4 weeks for a file restoration. If the file was on a hard drive we cannot do a restore.

5. I need to save a file straight away and I can't save to my H: space (My Documents). What do I do?

If you have a file that you need to save straight away, but you can't save to your H:space there are other ways you can save the document.

You could:

  • Burn the file to CD
  • Save the file to your USB key (temporarily as USB keys should really only be used for transfer)
  • Then delete files that you no longer need from your H:\space or from your e-mail archive

 

6. Where can I store large files or datasets?

Information Management and Technology offers a departmental storage facility to any department that wishes to pay to increase the amount of networked and backed-up file storage space available to its staff. Contact the IT Service Desk for more information.

7. My USB stick/key is corrupted. What do I do?

Information Management and Technology has professional-level recovery software called Easy Recovery Professional for restoring lost files. Contact the IT Service Desk| or the IT Help Desk|.

 

We will attempt to recover lost work files, however we cannot guarantee that this will always be possible.

8. I would like to know about different file types. Can you help?

Here is some information on different file types:

 

.txt This is a text file and can be opened in Notepad, Wordpad and Word. This is used for creating basic text and has no formatting options. This is also referred to as ASCII file and is a generic format that can be ready by a variety of text editors

 

.rtf This is a Rich Text file and can be opened in Wordpad and Word. This is used for creating text files with basic formatting options. A generic Format format that can be read by a variety of text editors

 

.doc This is a Word Document and can be opened in Word. This is used for creating Word documents with a variety of formatting options and other features

 

.dot This is a Word Template and can be opened in Word. This is used to create a Word template, on which other Word documents can based

 

.csv This is a Comma separated comma delimited file and can be opened in Excel. This is a generic format that can be read by a variety of spreadsheet and some database applications. Creates a list of records where each column value is separated by a comma

 

.xls This is an Excel Spreadsheet and can be opened in Excel. This is used to create an Excel Spreadsheet

 

.xlt This is an Excel Spreadsheet template and can be opened in Excel. This is used to create an Excel Template, on which other Excel spreadsheets can be based

 

.ppt This is a PowerPoint presentation and can be opened in PowerPoint. This is used to create a PowerPoint Presentation

 

.pot This is a PowerPoint presentation template and can be opened in PowerPoint. This is used to create a PowerPoint template, on which other PowerPoint Presentation presentations can be based

 

.pps This is a PowerPoint show and can be opened in PowerPoint. This is like a PowerPoint Presentation, but containing information for running a presentation. This file will open in Slide Show view

 

.bmp This is a Bitmap and can be opened in MS Paint or Picture Manager (among others). This is a graphic file format for use in presentations or documents. Can not be used on the web and can be very large in file size. Not suitable for photos

 

.gif This is a Gif and can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations or documents or on the web. Limited to 256 colours. Lossless (will not lose details repeatedly saved). Not suitable for photos. Small file size

 

.jpg or .jpeg This is a jpg file (Joint Photographic Experts Group). This can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations, documents or on the web. Best format to use for photos. Lossy (will lose details when repeatedly saved). Small file size

 

.png This is a PNG file (Portable Network Graphics). This can be opened in MS Picture Manager or PaintShopPro (among others). This is a graphic file format for use in presentations, documents or on the web. May not appear on older versions of web browsers. Lossless (will not lose details when repeatedly saved) but can be used for photos. Larger in file size than gif or jpg

 

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