Collaboration, File Sharing and Data Storage

Dartmouth has a range of tools available for collaboration, file sharing, and storage. Some allow collaboration in real-time without storing the document in any different location; others allow a document to be stored in a location where members of a group or team can access it when they need; others are for individual use only, providing file storage that is available from any computer connected to the Internet, or file recovery needs.

• Dropbox is for file storage and sharing. You can create, edit and synchronize files securely from your device(s) to cloud-based storage. Each user at Dartmouth has unlimited storage. Files uploaded to Dropbox must be 50 GB or smaller.  It is available via a web browser, mobile app, or via a desktop sync client from both on-campus and off. DISC level 0 to 3 data can be stored in Dropbox, but DISC level 2 or 3 data should not be stored in a file that is shared with non-Dartmouth accounts.
• Google Shared Drive enables collaboration in the form of projects, committees, or other team sites. Members of the Dartmouth community can set up a new group themselves, and control membership and permissions themselves. Shared Drives can share information with both Dartmouth and non-Dartmouth accounts. DISC level 0 to 3 data can be stored in a Shared drive, but DISC level 2 or 3 data should not be stored in a drive that is shared with non-Dartmouth accounts.
• Google My Drive is for personal file storage and sharing. You can create, edit, and synchronize files securely from your devices(s) to cloud-based storage. It is available via a web browser or via a desktop folder (via the Google File Stream add-on) from both on-campus and off.
• Office 365 Groups enables collaboration in the form of projects, committees, or other team sites. Members of the Dartmouth community can set up a new group themselves, and control membership and permissions themselves. In addition to a shared file storage location, a Group site contains a team calendar, OneNote Notebook, and more. Group sites can share information with both Dartmouth and non-Dartmouth accounts. DISC level 0 to 3 data can be stored in a Group, but DISC level 2 or 3 data should not be stored in a group that is shared with non-Dartmouth accounts. Office 365 Groups are available via a web browser, from Outlook 2016 for Windows clients, and from mobile devices. They are accessible from both on and off-campus.
• Microsoft 365 Teams is used for collaboration amongst a team, where the primary means of communication is chat. Members of the Dartmouth community can set up a new team themselves, and control membership and permissions themselves. A team can be associated with a Microsoft 365 Group, in which case it would share the Files and Notebook with the group. DISC level 0 to 3 data can be stored in Team, but DISC level 2 or 3 data should not be stored in a Team that is shared with non-Dartmouth accounts Microsoft 365 Teams are available via a web browser, but the preferred access is via an application which is available on Macintosh, Windows, and Mobile devices.
• OnBase is the system where Dartmouth’s official records are stored, and a content management system is used to automate business processes, regardless of whether those processes are document or data-driven. It is the ONLY system on campus where records management controls (such as retention and disposition) are applied in a consistent and auditable manner to digital document content. Other systems can be used for communication, collaboration, storage, and use, but if a process results in business records that must be managed formally according to policy, those documents should eventually move to the OnBase system. Casual users access the system via web browser interfaces designed specifically for each process used to store records in OnBase; frequent users use a desktop application.
• OneDrive is for personal file storage and sharing. You can create, edit, and synchronize files securely from your devices(s) to cloud-based storage. Each user at Dartmouth has a minimum of 5TB of storage. It is available via a web browser or via a desktop folder from both on-campus and off.
• OurFiles enables collaboration with others within your department at Dartmouth. You can create and edit files from your computer. The files are stored on a server in Dartmouth’s machine room. Access to these files is via a request to Dartmouth's IT Service Desk.
• DartFS / Granite / Research Data Storage provides storage for large data sets that are collaboratively used or that require high-performance computing. For more information see the Researching Computing website or reach out to Research.Computing@dartmouth.edu directly. 
• SharePoint Online is a web-based application that enables collaboration and file storage for more long-term needs, such as a departmental site. DISC level 2 and 3 data can be stored in a SharePoint Online site.

Tool Features

If your team already uses the Microsoft 365 or Google collaboration tool suites, and it meets your needs, consider whether the tool you and your team are already using and familiar with has the functionality you need rather than introducing a new tool.

How do I Gain Access?

• Dropbox - See Dropbox Overview
• Google Team and My Drive – The Google Tool Suite is currently provisioned for all current faculty, staff, and students! Access to these tools is accessible via the main Google Portal.
• Microsoft 365 Groups - See Create a Group in Office 365. 
• Microsoft 365 Teams – See Create a Microsoft Team
• OnBase – Email Dartmouth Records Management for information.
• OneDrive – OneDrive can be accessed via a web browser or by installing the software on your computer. To access it via a web browser, log in to Dartmouth Office 365 web app then click the icon in the upper left corner of the window and select OneDrive. To download the software, from the BWA website click the cog icon in the upper right corner, then Microsoft 365 Settings, then Software. Select OneDrive from the list.
• Research Data Storage (– See http://rc.dartmouth.edu/ for more information and/or to apply for an account.
• SharePoint Online – Submit a ticket via the IT Service Desk to request a project site. Once that is set up, you can access your site via Dartmouth Office 365 web app then click the icon in the upper left corner of the window and select Sharepoint.
• DartFS / Granite / Research Data Storage - for access request see the Researching Computing website or reach out to Research.Computing@dartmouth.edu directly.

For information on safe file sharing practices, see:

• Safe File Sharing