Options for storing files at IU
Box cloud storage will be retired at Indiana University in spring 2021. Migration of IU's Box data began in June 2020. For details about cloud storage options at IU, see Storage @ IU.
After your files are migrated from Box, the Box versions become read-only. Migrations will be finished by March 2021, and access to Box will be terminated in May 2021.
On this page:
- Determine the environment in which you'd like to store your data
- Identify the type of files you're storing
- Store your individual files
- Store institutional files
- Request institutional storage
- Decide how you'd like to access your data
- Important information concerning institutional data
Determine the environment in which you'd like to store your data
- Microsoft: Best for storing, sharing, and collaborating on Microsoft documents (Word, Excel, PowerPoint) when you desire integration with Exchange email, calendars, and chat. A Canvas integration is not yet available, but it is planned.
- Google: Best for storing, sharing, and collaborating on Google Docs, Google Sheets, and Google Slides. A Canvas integration is available.
Identify the type of files you're storing
Choosing where to store your files depends on whether they are individual or institutional files:
- Individual files: Files specific to me (such as family photos, my resume, or my personal tax documents) are most likely individual files.
- Institutional: If I were to separate from the university and no one else could access these files, would it cause problems for my department, my collaborators, or others within the university? If so, they're most likely institutional (work) files. If any of the files are classified as Public data, University-Internal data, Restricted data (such as grades), or Critical data (such as PHI) data, they would also be classified as institutional. Examples include most research data, course files (lesson plans, assignment outlines, syllabi, etc.), training manuals, files associated with IU committees, labs, and student groups, etc.
Store your individual files
| File storage and collaboration | Store and share your individual files at IU |
Store institutional files
If you work with institutional data, be sure to read the Important information section below.
Also, you may wish to refer to Types of institutional data appropriate for Office 365 at IU and Google at IU.
| File storage and collaboration | Store, share, and collaborate on institutional files at IU |
| Storage for research computing data | Available access to allocated and short-term storage capacity on IU's research systems |
| Storage for teaching and learning | File storage in Canvas |
| Storage, retrieval, and workflows for scanned paper docs and electronic files | OnBase |
Request institutional storage
If you have institutional data, you can request institutional storage in Microsoft Teams at IU or Google at IU Shared Drives. You'll need to specify the type of data, whether or not it is sensitive, and whether you need to collaborate externally. The system will then create storage tailored to your needs.
Anyone at the university may request institutional storage, and you may request multiple storage sites on both platforms.
Decide how you'd like to access your data
For a deeper look at this information, refer to Store, share, and collaborate on institutional files at IU: File access.
Microsoft options
| Access type/front door | Best for |
|---|---|
| Web browser: office.iu.edu | Accessing and managing your files from a web browser |
File explorer: OneDrive application |
Accessing and managing your files directly from your device |
| Application: Microsoft Teams | Accessing and managing files with a team, alongside messaging, note-taking, etc. |
Mobile: OneDrive, Microsoft Teams |
Accessing or managing your files or teams from a mobile app |
Google options
| Access type/front door | Best for |
|---|---|
| Web browser: google.iu.edu | Accessing and managing your files from a web browser |
File explorer: Google File Stream |
Accessing and managing your files directly from your device |
| Mobile: Google Drive | Accessing or managing your files or teams from a mobile app |
Important information concerning institutional data
Federal and state privacy laws, as well as university policies and data management standards, are applicable to anyone working with institutional data at IU. For help understanding the different types of institutional data, and your responsibilities for ensuring their privacy and security, see:
This is document ajay in the Knowledge Base.
Last modified on 2020-09-11 10:48:31.