Document Collaboration & Storage at KAUST
At KAUST, collaborating on documents is easier than ever with the powerful tools available in Microsoft 365 and Google Workspace. Whether you're working on research, administrative tasks, or teaching materials, it's essential to store, share, and collaborate responsibly.
Choose the Right Tool for the Job
KAUST provides two main platforms for document storage and collaboration:
- Microsoft 365 – including OneDrive, SharePoint, and Teams
- Google Workspace – including KAUST Google Drive and shared drives
Each platform supports different collaboration styles and needs. If you're unsure which to use, consider the following:
| Platform | Best For | Storage Location |
|---|
| OneDrive | Personal work files, working drafts, and direct sharing with individuals | KAUST Microsoft Cloud |
| SharePoint | Team projects, departmental content, and long-term document storage | KAUST Microsoft Cloud |
| Google Drive | Light collaboration with Google Docs/Sheets/Slides, shared folders | KAUST Google Workspace |
Share Responsibly
When sharing documents, always grant access only to those who need it. Avoid using “Anyone with the link” unless explicitly necessary. Improper sharing can result in data loss, confidentiality breaches, or unintentional access.
- OneDrive: Share directly with individuals or KAUST groups. Choose view/edit permissions carefully.
- SharePoint: Use site/group permissions to manage access. Don’t upload sensitive content to public or open sites.
- Google Drive: Share files or folders with specific people and set access to "Viewer," "Commenter," or "Editor" as appropriate.
File Retention & Access Expiration
- OneDrive & SharePoint: Files in OneDrive are retained for 30 days after deletion. For long-term access or departmental ownership, use SharePoint instead of personal OneDrive.
- Google Drive: When a user leaves KAUST, their Google Drive content is deleted unless ownership is transferred beforehand.
- Recommendation: Store important or collaborative documents in shared spaces (e.g., SharePoint team sites or Shared Drives) to ensure continuity and appropriate access over time.
Research & Specialized Storage Needs
For research computing and specialized storage needs, consider:
- DataWaha: High-performance data storage and archival for large-scale research workloads.
- Secure DataWaha: Enhanced access controls for regulated or sensitive research data.
- External Data Sharing: Efficient and secure tools to transfer gigabytes or terabytes of scientific data with collaborators outside KAUST.
External data sharing options include:
- Scientific DMZ: A high-performance network design that enables fast, direct transfers between KAUST and Research & Education Networks (RENs) worldwide.
- ExRCSDrive: A dropbox-style platform to share research data externally via public share links.
- WahaDrive: A dropbox-style platform for internal sharing within KAUST using public links or KAUST Active Directory users/groups.
File Backup with Atempo Lina
To protect your business-critical data on KAUST desktops and laptops, we offer Endpoint Backup (Atempo Lina).
- Securely backs up data from your KAUST computer to a central backup server
- Allows you to restore data from any device using the Lina client or web portal
- Retains data for up to 60 days
- Encrypts data both in transit (256-bit SSL) and at rest (256-bit AES)
- Accessible only via the KAUST network or VPN
