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ITS provides collaboration tools and file storage

solutions for the University that are appropriate for storing your work-related data and files. 

options to enable University faculty, staff, and students to work together efficiently with anyone, anywhere, anytime. These tools ensure that work and school-related data are stored securely.

Info

When working from home on either personal or University-owned devices, no University data or files should be stored on your device's local drive or any external hard drive connected to your computer. 

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Individual File Storage Options

You can choose to share files with others within and outside the University.  

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titleOneDrive for Business is great for:

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Tool

Features

Use Cases

OneDrive for Business

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  • 1TB of storage

  • Integrates with Microsoft 365 apps

  • Access from anywhere - web, mobile, desktop

  • Store personal files you're working on

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  • by yourself

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  • , such as drafts you're not yet ready to move to a Team or other shared space

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  • , or personal meeting notes

  • Share files for small-scale collaboration with others inside or outside the University

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  • not tied to a specific team or project

  • Access files from any device

Home Folders (U: Drive)

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  • 5GB of storage

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  • (expandable to 25GB

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To access your U: Drive from off-campus, you must be signed into the University's VPN.  See File Storage - Mapping Network Drives for information on how to connect to your U: Drive.

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titleU: Drive is great for:
  • Files that you do not need to share with others
  • Files that you do not need easy anywhere/anytime access to
  • Files that you do not need to access from a mobile device
  • "Cold storage" for files you want to keep but don't need to access frequently

Working with group work-related files

Microsoft Teams 

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  • )

  • Does not offer file sharing

  • Requires VPN for off-campus access

  • Private, non-shared files

  • “Cold storage” for infrequently accessed files

Group Collaboration and File Storage and Sharing Tools

Tool

Features

Use Cases

Microsoft Teams 

  • 1TB of storage

  • Primary tool recommended for file collaboration

  • Access from anywhere - web, mobile, desktop

  • Virtual meetings, chat, file sharing

  • Private website for your team

  • Share and collaborate on group files with internal and external partners (committees, clubs, interest groups, project teams, departments, etc.)

  • Host & join virtual meetings; chat with individuals or groups from any device

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UAlbany faculty, staff and students can create a Team in Microsoft Teams that provides 1TB of storage for files for your team.

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titleMicrosoft Teams is great for:

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  • Store large files (up to 250GB per file)

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  • Access files from any device

Microsoft 365 Groups

  • 1TB of storage

  • Access from anywhere - web, mobile, desktop

  • Private website for your team

  • Email Distribution Group

  • Share and collaborate on group files with internal and external partners (committees, clubs, interest groups, project teams, departments

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  • , etc.)

  • Distribution Group email communication

  • Store large files (up to 250GB per file)

  • Access files from any device

Department Folders (V: Drive)

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  • Shared departmental folders for each division of the University

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  • Not recommended for file collaboration (Limited file collaboration - only one person can edit a file at a time.)

  • Requires VPN for off-campus access (See File Storage - Mapping)

  • Large quota applied to each divisional space (all folders in that space share that quota

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It is a collection of shared department folders.  When a member of a particular division looks at their divisional space they will only see the department folders for which they have been granted access.  So, the view may be different from one person to the next.

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  • )

  • Each person only sees folders they can access

  • Typically mapped as V: drive on University Windows computers

  • Network Drives for details)

  • Store very large files (>250GB)

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  • Store files that you do not need quick anywhere/anytime access to

  • “Cold storage” for infrequently accessed files that others in your Department or Division may need occasional access to

SharePoint Team Sites

  • Connect your team to

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(To access your V: Drive from off-campus, you must be signed into the University's VPN.  See File Storage - Mapping Network Drives for information on how to connect to your V: Drive.)

For members of each division, this file space is typically mapped as their V: drive on a University computer running Windows.

Other File Storage Options

ITS recommends the storage and collaboration tools listed above.  There are other options for specific uses available.

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  • shared content and resources

  • Private website for your team - all members can modify/create content

  • Access from anywhere - web, mobile, desktop

  • 1TB of storage

  • Collaborate with your team or others on a specific project

  • Internal site/Intranet for an office or working group to document procedures, specifications, troubleshooting steps, or store important files

  • Extranet site to collaborate with an external partner (specific external users; not the general public)

  • Holiday party planning committee

  • Internal site for club or interest group

SharePoint Communication Sites

  • Website designed to inform and engage

  • Share information that engages and informs viewers you choose within the University.

  • Access from anywhere - web, mobile, desktop

  • 1TB of storage

  • Share information like news, announcements, events, reports, status updates, and more in a visually appealing format

  • Internal portal, department site, or subject-specific site

  • Engage dozens, or thousands, of viewers

  • Share information with students in a particular school, major, or program

  • Knowledge Base for policies, procedures, or troubleshooting information

Research Tools

Tool

Features

Use Cases

Research Folders

10TB Research Lab Folder storage

Secure storage for research-related files and data

Project Management Tools

Tool

Features

Use Cases

Smartsheet

Project management and collaboration

Managing projects, assigning tasks, tracking progress

note
Note

If you are unsure which file storage option best suits your need, please visit the comparison chart.

If you are working with data subject to federal, state, or local regulations, or declared sensitive and personally identifiable (Category 1 data) by the University, please refer to Category 1 Storage Standards for guidance on appropriate storage locations.

Emailing Sensitive or Protected Data

A common need different from "sharing" files is emailing other parties a copy of the current or final version of your file.  It is very quick and easy to accommodate the need to distribute a file, but it has its limitations.  You may continue working on the original file, but the other parties do not see any updates to your work unless you choose to send them another copy.   This creates multiple copies of content which can lead to confusion.

Warning

You must also be careful when sending a file containing sensitive or protected data.  Such files sent in email to non-UAlbany email addresses travel over the public internet in plain text. It is highly recommended that such data be encrypted using one of the procedures below before attaching the document in email:

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