Store, share, and collaborate on institutional files at IU

On this page:


Overview

Important:

Not all storage services are listed here.

This information provides a comparison of storage solutions for institutional data. For similar details about individual data, see Store and share your individual files at IU.

At Indiana University, you can use Microsoft at IU Secure Storage or Google at IU Secure Storage to store institutional files, and to share and collaborate with others.

Important:

Determine whether you're storing institutional files

If you're unsure whether you're storing individual or institutional files, ask yourself:

  • If you were to change positions or leave Indiana University tomorrow, would your department or colleagues need these files to continue their work? If so, they are institutional files.
  • Are any of these files classified as Public data, University-Internal data, Restricted data (such as grades), or Critical data (such as PHI)? If so, they are institutional files.

Examples of institutional files may include research data, course files (such as lesson plans, assignment outlines, syllabi, etc. that are not stored within Canvas), training manuals, or files associated with IU committees, labs, and student groups, etc. Most faculty and staff store institutional files.

Individual files, on the other hand, are personally created files, such as resumes, personal meeting notes, or presentations.

Important:
If you are storing institutional files, see the Institutional storage request form unless your IT Pro has already set this up for you. You may request an institutional storage account that only you can access, if desired.
Basic features Google at IU Shared Drives Microsoft Teams at IU SharePoint Online sites 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 Departments only; see Paid storage in Google at IU Shared Drives Everyone at IU; see About Microsoft Teams at IU Faculty and staff; see Request a SharePoint Online site for my team or department Departments only; see Paid storage in Google at IU Shared Drives Faculty and staff via the Institutional storage request form
Cost

Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments.

No charge No charge

Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments.

No charge
Storage allotment Unlimited overall size, but with limits on numbers of files (currently 400,000), daily uploads, etc. 25 TB 5 GB Unlimited overall size, but with limits on numbers of files (currently 400,000), daily uploads, etc. 25 TB
Maximum file size 5 TB 250 GB 250 GB 5 TB 250 GB
File types Any Most with some exceptions; see Invalid or blocked file types Most with some exceptions; see Invalid or blocked file types Any Most with some exceptions; see Invalid or blocked file types
Off-campus access Yes
Accessibility to individuals with disabilities

While UITS endorses the use of Google at IU and Microsoft 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:

File access Google at IU Shared Drives Microsoft Teams at IU SharePoint Online sites Google at IU Secure Storage Microsoft at IU Secure Storage
Upload methods Drag and drop
Sync via Drive for desktop
Drag and drop
Web widget
Sync
WebDAV
Drag and drop
Web widget
Sync
WebDAV
Drag and drop
Sync via Drive for desktop
Drag and drop
Web widget
Sync
WebDAV
Access methods

From your web browser at google.iu.edu

Sync via Drive for desktop 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 Microsoft 365 at IU

Desktop client

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 Microsoft 365 at IU

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 Drive for desktop 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 Microsoft 365 at IU

Desktop client

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).

Local copies of Critical or Restricted data require appropriate technical safeguards (see IT-12 Policy, IT-12.1 Standard, DM-01 Standard), and prior formal written approval from the senior executive officer of the unit confirming a critical business need for such storage. Sector-specific Critical or Restricted data (HIPAA, PCI-DSS, etc.) may have additional requirements. Consult with the appropriate office. Local copies of Critical or Restricted data require appropriate technical safeguards (see IT-12 Policy, IT-12.1 Standard, DM-01 Standard), and prior formal written approval from the senior executive officer of the unit confirming a critical business need for such storage. Sector-specific Critical or Restricted data (HIPAA, PCI-DSS, etc.) may have additional requirements. Consult with the appropriate office.
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)

Note:
A unique share URL is generated each time the option to copy a shared link is selected in the OneDrive or Microsoft Teams interface.

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

Note:
A unique share URL is generated each time the option to copy a shared link is selected in the OneDrive or Microsoft Teams interface.
Edit files in browser Yes; edit Google Docs, Google Sheets, and Google Slides, or use Office Compatibility Mode (OCM) to edit Microsoft 365 documents, spreadsheets, and presentations. Yes; edit Microsoft 365 files with Microsoft 365 on the web. Yes; edit Microsoft 365 files with Microsoft 365 on the web. Yes; edit Google Docs, Google Sheets, and Google Slides, or use Office Compatibility Mode (OCM) to edit Microsoft 365 documents, spreadsheets, and presentations. Yes; edit Microsoft 365 files with Microsoft 365 on the web.
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 sites Google at IU Secure Storage Microsoft at IU Secure Storage
Access for IU group accounts No

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.

No

No

Group accounts can be used for administration of permissions (via PowerShell) and for API calls.

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 Entra ID (formerly Azure AD) Yes No Yes, with Entra ID (formerly 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 Microsoft 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).)

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 365 files natively in Google Drive; see Work with Microsoft Office files. Yes, using Microsoft 365 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 365 files natively in Google Drive; see Work with Microsoft Office files. Yes, using Microsoft 365 files; you can also use chat to comment on files you upload.
Version control Yes, continuous history stream Yes, for Microsoft 365 files

Yes, for Microsoft 365 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 365 files
Real-time, simultaneous editing Yes for Google Docs, Google Sheets, and Google Slides Yes, using Microsoft 365 on the web, in Microsoft Teams, or installed on the desktop to edit Microsoft 365 files Yes, using Microsoft 365 on the web, in Microsoft Teams, or installed on the desktop to edit Microsoft 365 files Yes, for Google Docs, Google Sheets, and Google Slides Yes, using Microsoft 365 on the web, in Microsoft Teams, or installed on the desktop to edit Microsoft 365 files
Other features Google at IU Shared Drives Microsoft Teams at IU SharePoint Online sites 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 Microsoft 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 Microsoft 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 sites 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 Microsoft 365 add-ins and Microsoft Store apps at IU. By request; see About Microsoft 365 add-ins and Microsoft Store apps at IU. Yes, with IU-approved apps By request; see About Microsoft 365 add-ins and Microsoft Store apps at IU.

This is document bgeo in the Knowledge Base.
Last modified on 2024-02-29 12:25:14.