Options for storing files at IU

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 Microsoft 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 Drive for desktop (formerly Google Drive 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: