Store, share, and collaborate on institutional files at IU
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Overview
At Indiana University, you can use Google at IU Secure Storage or Microsoft at IU Secure Storage to store institutional files, and to share and collaborate with others. Each has features that make it best suited to certain use cases, and the information here provides a detailed comparison. For storage services that meet other types of needs, see Options for storing files at IU.
The services described here are administered by IU, and are distinct from any external accounts you may have with Google or Microsoft (for example, an account associated with a free, personal Gmail account).
These services are appropriate for institutional files (not your individual files); for more, see 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.
As part of the Box retirement migration, both Microsoft storage and Google enterprise storage will be available for Restricted data and Critical data with the exception of credit card and Payment Card Industry (PCI) data. Future communications will provide the timeline for when these environments will be ready for this type of institutional data. Pre-approved solutions (similar to Box Health and Box Entrusted) are being evaluated. For details, see About dedicated file storage services and IT services with storage components appropriate for sensitive institutional data, including research data containing protected health information.
Basic features |
Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online | Google at IU Secure Storage | Microsoft at IU Secure Storage |
|---|---|---|---|---|---|
| Best for... | Storing, sharing, and collaborating on institutional Google Docs, Google Sheets, and Google Slides | Storing, sharing, and collaborating on Microsoft documents (Word, Excel, PowerPoint) when you desire integration with Exchange email, calendars, and chat | Institutional documents with advanced security requirements or web-/wiki-based access requirements | Storing, sharing, and collaborating on sensitive institutional data (Critical or Restricted data) using Google Docs, Google Sheets, and Google Slides | Storing, sharing, and collaborating on sensitive institutional data (Critical or Restricted data) using Microsoft Word, Excel, or PowerPoint |
| May be requested by | Everyone at IU via the Institutional storage request form | Everyone at IU; see Get started with Microsoft Teams at IU | Faculty and staff; see Request a SharePoint Online site for my team or department | Faculty and staff via the Institutional storage request form | Faculty and staff via the Institutional storage request form |
| Cost | No charge | ||||
| Storage allotment | Unlimited, but with daily upload limits
Note:
Google has indicated that allotments may be limited in the future.
|
25 TB | 25 TB | Unlimited, but with daily upload limits
Note:
Google has indicated that allotments may be limited in the future.
|
25 TB |
| Maximum file size | 5 TB | 100 GB | 100 GB | 5 TB | 100 GB |
| File types | Any | Most with some exceptions; see Invalid file names and file types in OneDrive and SharePoint | Most with some exceptions; see Invalid file names and file types in OneDrive and SharePoint | Any | Most with some exceptions; see Invalid file names and file types in OneDrive and SharePoint |
| Off-campus access | Yes | ||||
| Accessibility to individuals with disabilities | While UITS endorses the use of Google at IU and Office 365 apps, they can pose accessibility issues, and can take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements. For more, see: |
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File access |
Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online | Google at IU Secure Storage | Microsoft at IU Secure Storage |
|---|---|---|---|---|---|
| Upload methods | Drag and drop Sync via File Stream |
Drag and drop Web widget Sync WebDAV |
Drag and drop Web widget Sync WebDAV |
Drag and drop Sync via File Stream |
Drag and drop Web widget Sync WebDAV |
| Access methods | From your web browser at google.iu.edu Sync via File Stream on a secure device Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. |
From your web browser at office.iu.edu Sync via OneDrive applications on a secure device; contact your IT Pro for help determining whether your device is secure. Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. |
From your web browser at office.iu.edu Sync via OneDrive applications on a secure device Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. |
From your web browser at google.iu.edu Sync via File Stream on a secure device Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. |
From your web browser at office.iu.edu Sync via OneDrive applications on a secure device Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. |
| Download local copy | Yes | Yes | It depends; some secure data should not be stored on your device. Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1). |
It depends; some secure data should not be stored on your device. Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1). |
It depends; some secure data should not be stored on your device. Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1). |
| Preview file content in browser | Most common file types; see Files you can store in Google Drive. | Most common file types; see File types supported for previewing files in OneDrive, SharePoint, and Teams. | Most common file types; see File types supported for previewing files in OneDrive, SharePoint, and Teams. | Most common file types; see Files you can store in Google Drive. | Most common file types; see File types supported for previewing files in OneDrive, SharePoint, and Teams. |
| Sharable web links | Yes, but UITS recommends adding those needing access to the content directly to the folder. Adding an individual directly to a folder keeps a record of everyone with access to the content. This helps you remember that others have access to the content, enabling you to remove or adjust their access when desired. Default behavior: Specific individuals (only individuals you specify can use the link to access the file) |
Yes, but UITS recommends adding those needing access to the content directly to the folder. Adding an individual directly to a folder keeps a record of everyone with access to the content. This helps you remember that others have access to the content, enabling you to remove or adjust their access when desired. Default behavior: Specific individuals (only individuals you specify can use the link to access the file) |
Yes Default behavior: Specific individuals (only individuals you specify can use the link to access the file) |
No, unless specifically requested via the Institutional storage request form | No, unless specifically requested via the Institutional storage request form |
| Edit files in browser | Yes; edit Google Docs, Google Sheets, and Google Slides, or use Office Compatibility Mode (OCM) to edit Microsoft Office documents, spreadsheets, and presentations. | Yes; edit Microsoft Office files with Office Online. | Yes; edit Microsoft Office files with Office Online. | Yes; edit Google Docs, Google Sheets, and Google Slides, or use Office Compatibility Mode (OCM) to edit Microsoft Office documents, spreadsheets, and presentations. | Yes; edit Microsoft Office files with Office Online. |
| Offline access | Yes | ||||
| Mobile access | Yes, if the device is secured. Devices must be secured according to IU's Mobile Device Security Standard (IT-12.1); contact your IT Pro for help determining whether your device is secure. | ||||
| Email to folder | No | Yes | No | No | Yes |
Collaboration |
Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online | Google at IU Secure Storage | Microsoft at IU Secure Storage | |
|---|---|---|---|---|---|---|
| Access for IU group accounts | Yes | No Group accounts can be used for administration of permissions (via PowerShell) and for API calls. |
No Group accounts can be used for administration of permissions (via PowerShell) and for API calls. |
Yes, but group accounts cannot be used to request Google at IU Secure Storage. | No Group accounts can be used for administration of permissions (via PowerShell) and for API calls. |
No |
| Grant access to... | Anyone | Anyone | Anyone | Anyone, if requested in the Institutional storage request form Google at IU Secure Storage folders with external collaborators must be identified in the folder names. |
Anyone, if requested in the Institutional storage request form Microsoft at IU Secure Storage external collaborators (guests) must be identified in the folder names. |
|
| Collaboration via ADS groups | No | Yes, with Azure AD | Yes | No | Yes, with Azure AD | |
| Invite collaborators | Yes; content manager or manager must approve | Yes; owner must approve | Yes; owner must approve | Yes; content manager or manager must approve | Yes; owner must approve | |
| Permission levels | Manager, content manager, contributor, commenter, viewer; see Shared drives access levels. | Owner, member, guest; see Team owner, member, and guest capabilities in Teams. | View only, limited access, read, contribute, edit, design, full control; for additional permissions to set, see User permissions and permission levels in SharePoint Server. | Manager, content manager, contributor, commenter, viewer; see Protect sensitive data in Google at IU Secure Storage. | Owner, member, guest; see Protect sensitive data in Microsoft at IU Secure Storage. | |
| Permissions controlled by... | Manager, content manager | Owner | Owner | Manager, content manager | Owner | |
| Account the content is associated with | None; associated with the institution (This refers to technical ownership, not copyright ownership. For more about copyright ownership, see IU's Intellectual Property Policy (UA-05).) |
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| Commenting | Yes; if you have permission to edit or comment on Google Docs, Google Sheets, and Google Slides, you can add comments, reply to comments, and close comments for discussions that are finished. You can also fully edit and comment on Microsoft Office files natively in Google Drive; see Work with Microsoft Office files. | Yes, using Microsoft Office files; you can also use chat to comment on files you upload. | Yes, using Microsoft Office files; you can also comment on files. | Yes; if you have permission to edit or comment on Google Docs, Google Sheets, and Google Slides, you can add comments, reply to comments, and close comments for discussions that are finished. You can also fully edit and comment on Microsoft Office files natively in Google Drive; see Work with Microsoft Office files. | Yes, using Microsoft Office files; you can also use chat to comment on files you upload. | |
| Version control | Yes, continuous history stream | Yes, for Microsoft Office files | Yes, for Microsoft Office files For information about versioning in SharePoint lists or libraries, see Enable and configure versioning for a list or library. |
Yes, continuous history stream | Yes, for Microsoft Office files | |
| Real-time, simultaneous editing | Yes for Google Docs, Google Sheets, and Google Slides | Yes, using Office Online to edit Microsoft Office files | Yes, using Office Online to edit Microsoft Office files | Yes, for Google Docs, Google Sheets, and Google Slides | Yes, using Office Online to edit Microsoft Office files | |
Other features |
Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online | Google at IU Secure Storage | Microsoft at IU Secure Storage |
|---|---|---|---|---|---|
| Search | Yes; search file names, metadata, and file contents, filter results by file type, ownership, or application, or use advanced search to refine your search using specific phrases and commands (see Find files in Google Drive). | Yes; search for messages and more in Microsoft Teams (see Search for messages and more in Teams). | Yes; search in SharePoint (see Search in SharePoint). | Yes; search file names, metadata, and file contents, filter results by file type, ownership, or application, or use advanced search to refine your search using specific phrases and commands (see Find files in Google Drive). | Yes; search for messages and more in Microsoft Teams (see Search for messages and more in Teams). |
| Video preview | Yes | ||||
| Virus scanning | Yes | ||||
| Usage statistics | Yes | ||||
| Bookmarks | Yes | ||||
| Custom file metadata | No | Yes | Yes | No | Yes |
Integration |
Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online | Google at IU Secure Storage | Microsoft at IU Secure Storage |
|---|---|---|---|---|---|
| Integration with Canvas | Yes | No, but forthcoming | No | Yes | No, but forthcoming |
| Partner apps and add-ons | Yes, with IU-approved apps | By request; see About Office 365 add-ins at IU. | By request; see About Office 365 add-ins at IU. | Yes, with IU-approved apps | By request; see About Office 365 add-ins at IU. |
Related documents
This is document bgeo in the Knowledge Base.
Last modified on 2020-09-17 11:03:29.