University of Liverpool tackles secure file sharing

Andy Williams, Systems Manager, University of Liverpool explains, “We faced the challenge of users moving data online to file sharing services. In addition to the data being vulnerable offsite, concerns of document version control needed to be addressed, plus the complication that when people leave the university, it is virtually impossible to retain or even revoke access to data stored in uncontrolled repositories.”

DatAnywhere allows the University of Liverpool’s staff, researchers, and students to access its file storage, including personal (“home folders”) and shared departmental drives, from different locations and devices such as mobiles, tablets, and computers. Regardless of device or location, the definitive file copy always resides on the university’s file shares. With DatAnywhere in place, the university can now offer a viable alternative to Dropbox and has recently introduced a policy stating ‘confidential documents are not to be stored on other platforms.’

As DatAnywhere uses the university’s existing Active Directory permissions, Andy and his team haven’t had to waste time reconfiguring, or trying to replicate, permissions outside of the existing file shares. Andy confirms, “No one now has access to shared data, unless they already had it or are provisioned access. IT still retains control over who can and can’t access files, particularly those deemed confidential. We can also revoke access centrally, and it will replicate across everything at once, saving time and reducing complexity.”

One of the key features of DatAnywhere is the ability to share files and folders with external colleagues. A professor within the university’s Ageing and Chronic Disease Institute said: “[DatAnywhere] has proven to be an excellent resource for uploading and storing medical images, which are a central part of our EUFP7 funded clinical trials … it is essential for the proper functioning of our trial. If we didn’t have access to this, we would have to devise some other way to receive files from our collaborative centres.” With DatAnywhere, users share large files easily without worrying about file size limits for attachments to emails, or the need to use physical media such as CDs, DVDs, or USB pen drives.

Demonstrating the immediate impact of DatAnywhere, a senior lecturer within the university’s chemistry department said, “I have lived without Dropbox since having DatAnywhere...we need a solution of this type to serve the needs of all our mobile users and the ever increasing number of Mac users.” A member of staff from the Institute of Learning & Teaching stated, "BRILLIANT!!! Thank you this is fantastic news. I've been using a free alternative product for a while but don't trust it so this will be really useful."