File Storage and Collaboration Tools

ITS provides collaboration tools and file storage 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.

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.

Individual File Storage Options

Tool	Features	Use Cases
OneDrive for Business	1TB of storage Integrates with Microsoft 365 apps Access from anywhere - web, mobile, desktop	Store personal files you're working on by yourself, such as drafts you're not yet ready to move to a Team or other shared space, or personal meeting notes Share files for small-scale collaboration with others inside or outside the University not tied to a specific team or project Access files from any device
Home Folders (U: Drive)	5GB of storage (expandable to 25GB) 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 Sharing Tools

Tool	Features	Use Cases
Microsoft Teams	1TB of storage Access from anywhere - web, mobile, desktop Virtual meetings, chat, file sharing Private Team 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 Store large files (up to 250GB per file) Access files from any device
Microsoft 365 Groups	1TB of storage Access from anywhere - web, mobile, desktop Private Team 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, etc.) Distribution Group email communication Store large files (up to 250GB per file) Access files from any device
Department Folders (V: Drive)	Shared departmental folders for each division of the University Large quota applied to each divisional space (all folders in that space share that quota) Each person only sees folders they can access Typically mapped as V: drive on University Windows computers Requires VPN for off-campus access (See File Storage - Mapping Network Drives for details)	Store very large files (>250GB) 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	Shared content and resources Private Team website for your team Access from anywhere - web, mobile, desktop	Organizing and co-authoring shared content, creating intranet sites.Internal websites for departments, knowledge bases, and news sites.
SharePoint Communication Sites	Websites designed to inform and engage	Internal websites for departments, knowledge bases, and news sites.

Specialized Tools

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

Tool	Features	Use Cases
Research Folders	10TB Research Lab Folder storage	Secure storage for research-related files and data
Smartsheet	Project management and collaboration.	Managing projects, assigning tasks, tracking progress

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.

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:

Need more help? Contact the ITS Service Desk.