Collaboration, File Sharing and Data Storage

Tags matrix

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.

  • Google Shared Drive enables collaboration in the form of project, 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 Team 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 project, 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 share 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 the Outlook 2016 for Windows client, and from mobile devices. They are accessible from both on and off campus.
  • Office 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 an Office 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 Office 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 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.
  • 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 web site.
  • 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

Tool

Primary Function

Approved for DISC Levels

Who can be invited to see data

Files Deleted When Your Account Expires

Largest Single File Size

Storage Size Limited Per User

Access via Web Browser or Application

Do you use O365 calendars?

DartFS

Storage for large data sets with collaboration or HPC

Levels 0-3

Dartmouth Only Accounts

4 TB Additional can be purchased NA NA

Google Team Drive

Collaboration on files

Levels 0-3

Dartmouth and non-Dartmouth Accounts

Docs 50 MB, Sheets 2 mil cells, Slides 100 MB, other 5 TB No Web, Mobile or sync client Yes. Consider O365 tools.

Google My Drive

Storage for files that are not shared

Levels 0-3

Dartmouth and non-Dartmouth Accounts

Docs 50 MB, Sheets 2 mil cells, Slides 100 MB, other 5 TB No Web, Mobile or sync client Yes. Consider O365 tools.

Office 365 Groups

Team Collaboration

Levels 0-3

Dartmouth and non-Dartmouth Accounts

No 10 GB  No Web, Outlook 2016 (Mac and Win), Mobile No. Consider either Google or O365 tools.

Office 365 Teams

Team Collaboration

Levels 0-3

Dartmouth and non-Dartmouth Accounts

No 10 GB  No Web, Team client application (Mac and Win), Mobile No. Consider either Google or O365 tools.

OnBase

Storage of Official Dartmouth Records

Levels 0-3

Dartmouth Only 

NA

NA No Web, OnBase Client NA

OneDrive (for Business)

Storage for files that are not shared

Levels 0-3

Dartmouth and non-Dartmouth Accounts

 

10 GB No Web, OneDrive sync client (Mac and Win), Mobile NA

Ourfiles

Collaboration of files

Levels 0-3

Dartmouth Only

No

4 TB No Native via shortcuts NA

SharePoint Online

Departmental Website

Levels 0-3

Dartmouth  and non-Dartmouth Accounts

No

10 GB    Web, Mobile NA

If you team already uses the Office 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?

  • Google Team and My Drive – The Google Tool Suite is currently provisioned for all current faculty, staff and students! For additional information check out our Google at Dartmouth page as well as our main Google Portal.
  • Office 365 Groups - See Create a Group in Office 365
  • Office 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 Office 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 – Email 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 clicking the icon in the upper left corner of the window and selecting Sharepoint.

For information on safe file sharing practices, see:

 

Details

Article ID: 64874
Created
Tue 10/9/18 12:26 PM
Modified
Fri 8/9/19 9:28 AM