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.

Important:

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.

Important:

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.

Note:
For quick, temporary file sharing, you can also use Slashtmp.

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 Enterprise 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 Enterprise storage request form Faculty and staff via the Enterprise 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 15 GB 15 GB 5 TB 15 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:

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

Desktop client

Sync via Microsoft 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 Microsoft 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.

Additionally, owners of Google Secure Storage folders containing Critical data should disable the feature to allow local copies to be stored on devices (Available Offline).

From your web browser at office.iu.edu

Desktop client

Sync via Microsoft 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.

Additionally, owners of Microsoft Secure Storage folders containing Critical data should disable the feature to allow local copies to be stored on devices (Always keep on this device).

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). Additionally, owners of Microsoft Secure Storage folders containing Critical data should disable the feature to allow local copies to be stored on devices (Always keep on this device). Contact your IT Pro for details.

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). Additionally, owners of Google Secure Storage folders containing Critical data should disable the feature to allow local copies to be stored on devices (Available Offline). Contact your IT Pro for details.

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). Additionally, owners of Microsoft Secure Storage folders containing Critical data should disable the feature to allow local copies to be stored on devices (Always keep on this device). Contact your IT Pro for details.

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 Enterprise storage request form No, unless specifically requested via the Enterprise 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 Enterprise storage request form

Google at IU Secure Storage folders with external collaborators must be identified in the folder names.

Anyone, if requested in the Enterprise 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 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 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 Apply or request an Office 365 add-in. By request; see Apply or request an Office 365 add-in. Yes, with IU-approved apps By request; see Apply or request an Office 365 add-in.

This is document bgeo in the Knowledge Base.
Last modified on 2020-06-25 13:09:53.

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