All registered users of the LSE network have access to file space on the network, which is referred to as your Home space or H: space. Each time you log on you are automatically connected to your H: space and can use it to store your files, for example, Word documents and Excel spreadsheets. It is a secure place to store your files, as the H: space of all users is backed up regularly by Information Management and Technology. However, there are quotas that apply:
Undergraduates & Taught Postgraduates
The My Documents icon on the desktop is a shortcut to the files on your H: space.
This document outlines the guidelines and regulations regarding use of your H: space. Please see Manage your Mailbox Quota for information on email quotas and IT Training for information on relevant IT training courses.
Unacceptable use of H: space
You are not permitted to store any of the following on your H: space:
copies of software (except where approved by a tutor for use on an academic course)
multiple identical copies of large files
backup copies of personal PC hard disks
large quantities of personal materials (strictly speaking, NO private material should be stored)
Managing your H: space
You should regularly check the contents of your H: space and keep only what is essential to your work, deleting all unnecessary files. Remember to check in your H: space folders and sub-folders, and be sure to regularly empty your recycle bin.
Move your mail archive back to your mail folder
If you are short of space on your H: drive, check to see whether you have an archive email folder there. (This is likely if you have been at LSE as either a student or staff before March 2015.) If so, consider moving email you’ve archived there back into your enlarged email account. Until spring 2015, archiving email was good practice because each user’s email account size was quite limited. By default, archives were stored on the user’s H: drive. Now that all staff and students have 50GB of email storage space, you may find it helpful to transfer archived messages back into your email account.
You can move or work with your email archive in the same way you would any email folder. (Do make time to remove clutter before moving your archive. If you store large attachments in your mail folder, even 50 GB will fill up sooner than you expect!) If you’re unsure of how to do this, please see our guide Adding Archived email back to your Mailbox after being migrated to Office365.
Treesize Pro is a user-friendly space manager that you can use to scan your H: space for large, old or temporary files, allowing you to delete them and stay within your quota.
For more information view the Treesize Pro Guide [pdf].
Exceeding your quota
If you exceed your allocation you lose write access to your H: space, and you will be unable to save new or edited files there. When you have deleted enough files to fall below your quota, your access rights will be restored.
In certain circumstances you may apply to have your H: space quota increased.
Staff that require an increase will need to contact the IT Service Desk by email and provide a detailed explanation for the requested increase.
Research Postgraduates can request an increase of their quota via email to your IT Service Desk. Please note that you will need to include a detailed explanation from your supervisor for the requested increase. Your request cannot be considered without detailed justification from them but this does not guarantee that the increase will be approved.
Taught Students can request an increase of their quota via email via the IT Help Desk. Please note that you will need to include a detailed explanation from your supervisor or your personal tutor for the requested increase. Your request cannot be considered without detailed justification from them but this does not guarantee that the increase will be approved.
H: space backups
IMT backs up all H: space servers every night. If you accidentally delete a file, it can probably be restored from the backups if you act promptly - although this cannot be guaranteed.
You should go to the IT Help Desk (students) or IT Service Desk (staff) and provide the following information:
your network username
the name of the file to be recovered
the date when it was last saved
the reason for retrieval.
Even though the files on your H: space are backed up centrally, you are responsible for making your own backups and should keep copies of all important files on CDs, or USB memory sticks.
H: space maintenance
IMT will perform periodic maintenance on your H: space. This can include removing cookies older than three months as well as temporary files that some applications may create on your behalf.
Tips on file management
Sometimes you may wish to delete or copy more than one file at a time. To do this you need to select all of the files before you delete or copy the files.
To select a number of adjacent files:
1. In the list of files in the Windows Explorer window, click on the first file of the group you wish to select.
2. Hold down the SHIFT key and click on the last file in the group. All the files between the first and last will also be selected.
To select a number of non-adjacent files:
1. Click on the first file that you wish to select.
2. Hold down the CTRL key and click on each of the other files that you wish to select in turn.
To permanently delete files:
Highlight the files that you wish to delete permanently. Hold down the SHIFT key and press the DELETE key at the same time.
Reviewed Feb 2016