Remote access
How can I access my data remotely?
What remote access options does the University of Glasgow offer?
How can I access my data securely?
What external options are available?
Which remote access method is right for me?
Who can help me with remote access at the University of Glasgow?
How can I access my data remotely?
If you're working away from the University, you can still access your data.
- Access your files via the web (e.g. using the remote desktop service);
- Take a secondary copy with you (e.g. using portable storage media).
Keeping one main copy prevents duplication and can help avoid version control issues. When there are multiple copies, define which is the authoritative, master copy and make sure updates are reflected there.
What remote access options does the University of Glasgow offer?
IT Services have a number of arrangements in place to allow staff access to files and email off-campus:
To access files: If you use networked storage, you can access your files securely use the remote desktop service to access applications (including email) and data on your computer from a different location over the network.
To access email: Remote access to email is also available through the university’s webmail service. This allows you to send, receive and view messages in the same way as if you were using your account from your work computer.
See IT's guide on Outlook Web Access for Staff.
Staff within IT are developing new services through the Portal project. This will introduce Microsoft SharePoint, offering collaborative tools for staff and students such as blogs and wikis.
How can I access my data securely?
The University Virtual Private Network ('VPN') allows you make a secure, encrypted connection to the University network. You can connect via the internet from another computer (e.g. your home PC or laptop). You will also be able to access campus-only materials such as e-journals.
Some users, particularly those using Unix-based systems like Linux or Mac OS X may prefer to use Secure Shell (SSH) to exchange data. It is password protected for both the sender and the recipient, so is very secure. Contact your local IT support for advice.
What external options are available?
Online file hosting services such as Dropbox, Google Docs and SafeSynch store a copy of your files online so you can access them from anywhere. Some also synchronise versions of your files between different devices e.g. your laptop, desktop and the online space. Just bear in mind security issues and any legislation that restricts where your data can be stored.
You can send files by email and pick them up elsewhere via webmail. Email isn’t secure and storing large attachments uses up space in your inbox, but you may do it anyway as it can be very convenient.
Portable storage devices such as USB sticks, CDs or even laptops are really convenient when you need files remotely and can’t be sure of internet access. Our guidance on storage helps you pick which is best for you. Be aware that portable storage can be easy to lose and remember that you are responsible for backing-up.
Which remote access method is right for me?
Different methods for remote access may be chosen as they're well-supported, convenient or secure. The best option for you depends on your particular circumstance. Ask yourself:
- Do the files contain confidential or sensitive data?
If so you will need to ensure that the method you choose has robust security measures such as the VPN or encrypted storage media. - Are other people going to be using the files?
If colleagues or collaborators will also be viewing or working on the files they need to be able to see updates straightaway to avoid confusion or duplication of work. Options such as wikis and networked storage will be best here. - Will you have internet access?
If you won't be online, this will obviously limit your options for remote access, so you may want to keep a secondary copy on your laptop or portable media device - whilst remembering this will require attention to version control and security.
Who can help me with remote access at the University of Glasgow?
IT Services can help with central systems like Netstorage. Contact helpdesk@it.gla.ac.uk.
Contact your local IT support for tailored advice on what's available in your School and how to use it.