Store, share, and collaborate on institutional files at IU

On this page:

Overview
Determine whether you're storing institutional files
Basic features
File access
Collaboration
Other features
Integration

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:

Due to limits to IU's storage footprint in the Google platform, all individual Google My Drives now have a 5 GB quota. Google Shared Drives are available only as an option for departments that wish to pay for continued storage in Google. Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments.

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).
Both Google at IU Secure Storage and Microsoft at IU Secure Storage may be used for Critical or Restricted data, with the exception of credit card and Payment Card Industry (PCI) data. For further 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.
For quick, temporary file sharing, you can also use Secure Share.
For storage services that meet other types of needs, see Options for storing files at IU.

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 Get started with 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: Google Accessibility An inclusive, accessible Microsoft 365

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 Google Drive for desktop	Drag and drop Web widget Sync WebDAV	Drag and drop Web widget Sync WebDAV	Drag and drop Sync via Google Drive for desktop	Drag and drop Web widget Sync WebDAV
Access methods	From your web browser at google.iu.edu Sync via Google 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 Google 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) Note: On September 13, 2021, Google applied a security update to Google Drive to make file sharing more secure. The update changed the links for some shared files and folders. Links for affected shared files were given new URLs that include resource keys. Collaborators who have not yet accessed an affected file that you shared prior to the update will now need the file's new link URL (containing the resource key) to access the file. Access to affected shared files did not change for any collaborators who accessed those files (prior to the update) or for those with direct access.	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 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).)
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 to edit Microsoft 365 files	Yes, using Microsoft 365 on the web to edit Microsoft 365 files	Yes, for Google Docs, Google Sheets, and Google Slides	Yes, using Microsoft 365 on the web 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 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 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.

Store, share, and collaborate on institutional files at IU

Overview

Determine whether you're storing institutional files

Basic features

File access

Collaboration

Other features

Integration

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