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
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.
- Shared storage in Google is available only as an option for departments that wish to pay for continued storage in Google.
- Due to limits to IU's storage footprint in the Google platform, all individual Google My Drives now have a 5 GB quota.
- 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.
Basic features | Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online sites | Google at IU Secure Storage | Microsoft at IU Secure Storage |
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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: |
File access | Google at IU Shared Drives | Microsoft Teams at IU | SharePoint Online sites | Google at IU Secure Storage | Microsoft at IU Secure Storage |
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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 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 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. |
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Email to folder | No | Yes | No | No | Yes |
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. |
This is document bgeo in the Knowledge Base.
Last modified on 2023-09-26 13:10:58.