Embedded Files
As schools' local storage servers (eT4L servers) become less fit-for-purpose, we begin the move into the next storage and collaborative solution by utilising cloud services. These cloud services, provided by Microsoft and Google are a part of existing DoE enterprise agreements, and are regularly utilised by schools throughout NSW. Our aim is to provide a standardised configuration for schools to ensure an effective and consistent user experience in all school settings.
Cloud storage and collaboration systems provide:
Anywhere, anytime access to shared files
The ability to track changes and recover files
Improved productivity
Redundancy and resilience for data loss prevention in unforeseen situations such as fire or flood
The seamless transition into remote learning if the need arises
Planning and preparing for moving to the cloud.
Planning and preparing for moving to the cloud.
A step-by-step guide to consolidate and migrate your schools files and folders to cloud storage.
Things to consider before transitioning your school to the cloud:
Things to consider before transitioning your school to the cloud:
- What files, documents and images do you need easily accessible?
- Which cloud service and/or platform has your school elected to use?
- Which staff member(s) and/or executive staff will be assisting in the cloud migration process?
- Formatting and converting of files and document types.
- Copyright and licensing permissions on original files and documents
- Who are the original owners and/or creators of each of the files you intend to migrate?
- Internet Speed – consider not migrate all data now (depending on your school's internet speed/bandwidth)
Select this option to explore Microsoft Office 365 as a storage option for your school.
Permissioning & Security
Permissioning & Security
Permissioning & Security
Permissioning & Security
All schools need to store personal and sensitive data. It is important that the correct permissions are applied to your school's cloud storage platform. Information that is of a sensitive nature should be stored in a location that has restricted access. This is similar to the way permissions are set in the eT4L server i.e. the Office drive's access is restricted to the principal, executive and office staff etc. Either the principal or an assigned member of staff should monitor these permissions to ensure that no accidental sharing occurs. Note that schools should be mindful of temporary permissions granted to staff in relieving positions.
Security
All staff members will take appropriate steps to ensure their devices remain secure. This includes, but is not limited to:
Keeping the device password-protected – strong passwords with a combination of upper and lower-case letters, numbers and/or special characters
Ensuring work password(s) are different to any personal passwords
Making sure the device locks if left un-attended for a period of time
Not sharing school/work accounts or devices among family or friends
Installing antivirus and/or anti-spyware software on personal devices
Keeping operating systems up to date – always install the latest updates
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