Is this replacing an existing solution?
DigiSafe is a new service set up in response to a recognised demand. In some cases it may also be a possible alternative to the current HFS Archive service.
What's the difference between DigiSafe and storing things on a portable drive/my computer?
Putting things on a hard drive or desktop computer may be enough if all you need is somewhere to put something and it wouldn’t be the end of the world if it got lost, damaged, or seen. DigiSafe offers storage that is secure, which is needed where you have to guarantee that something will be safe and readable in years to come and you need to make sure not everyone can get access to it. DigiSafe also provides a range of built-in tools to help you manage your data, for example finding files, viewing material on the platform, recording who has done what to a file, schedule retention periods and setting permissions for different users and parts of your storage.
Where is the data stored?
Each file is stored in four copies, held in the UK by two different cloud providers (AWS, Azure).
Permissions: Can one have multiple discrete sections within a unit where the person administering a section wouldn't be able to access the contents of other sections?
Yes, you can set different permissions for different parts of your unit's space and control who can access the material and what kind of access they have.
How often is the virus database updated?
It is updated daily.
Are you using any particular metadata schema or is completely individual to the client?
You can use your own or choose one that has been pre-defined.
Action logs: Does the system record changes users have made to folders/content?
Yes, all actions are recorded in an audit trail (who, what, when)
Storage quota: What happens if we reach our allocated storage quota?
You can exceed your quota whenever you like by simply uploading more material. Unless otherwise agreed, your unit will be charged monthly for the additional storage. Each unit is responsible for monitoring their storage use (reports are available through the platform)
Is the service GDPR compliant?
The platform has been assessed by the University's Information Security team and is deemed safe for storing all kinds of data, including confidential data.
Is there a limit to the number of users each unit can have?
Each unit normally has two Unit Administrators (with additional rights and responsibilities) and as many additional users as they need. Please be aware that it is the responsibility of the Unit Administrators to support their users and monitor their use of the platform, so you may want to restrict the number.
Does the service use SSO?
Users need to be registered on the platform and activate their DigiSafe account. They can then sign in using SSO.