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Many services allow sharing of files. Look here for guidance on which to use, and why.

See also

Standard of practice

  • Never have a unique, valuable file on a single storage or device.
    • That is, make sure you have copies accessible elsewhere!!

Options:

  • Back it up, of-site and with versioning. (Traditional desktop model)
  • Store it elsewhere, and mount it so files easily accessed. (Typically a file server does this)
  • Sync it elsewhere, with versioning. Access files via web browser (Typically cloud services do this)

Oliver's thoughts (Oliver needs to finish this...!)

1) Default location for work files:

  • Departmental file storage, such as A&S file server.

2) Alternate location for work files, when it conveys an advantage to do so:

  • OneDrive, especially after MS releases a Mac client (later in 2014?). 1TB!
  • Box.com

Best practice: Create a "work" directory at the top level and share this with at least your supervisor in case you are out and work files need to be accessed.

Example of advantages:

Ad hoc sharing a canonical copy of a (potentially changing) file vs. making yet another copy, especially one which may go out of date.

Storing more sensitive files, especially

 

 

At Cornell

mediates permission mediates mediates sharing
ServiceUseFiles one expects to see thereSharing characterizations

Backup-related comments

Q no answered: What if account is hacked?

Versioning

Providing access to prior versin os existing files, and last version of deleted files.

Enablers and barriers to use, and related considerations.Cost
("Free" means free to departments/ users)		NotesComparison to other services

Staff person's work computer.

(Cornell owned desktop or

mobile device

laptop.)

Work or , and sometimes personal files.

No sharing directly.

  • Thus promotes use of emailing attachments.

No.

Backup encouraged if files deemed unique and valuable (fee-based, if via EZ-Backup).

No.
  • Not accessible via web.
  • No access via mobile device.
  • Off campus access only through VPN. And that's only user is trained, system is left on (no power outages), system enabled, and network enable. Thus, no persistent access allowed, such as if you set up automation.

Sunk cost of provisioning a system.

Fee-based service, if backups are being done.

Historical default. 

A&S's file storage service

Work files. Best for static sharing arrangements.

ChemIT

configures permissions, including sharing.

  • Turn-around time and process.
  • Dampens experimentation and ad hoc sharing.

Sharing with those with CU NetIDs or publicly

Yes.

Backed up off-site (EZ-backup) for disaster recovery purposes of the entire service.

?Any file-level versioning?
  • Not accessible via web.
  • Challenging access via mobile device.
  • Off campus access only through VPN. Thus, no persistent access allowed, such as if you set up automation.
  • Approved for university data.

Free

For departmental administration only. 

CIT's SFS (file storage service)

The funder gets to specify files appropriate.

ChemIT

structures permissions, including sharing.

  • Turn-around time and process.
  • Dampens experimentation and ad hoc sharing.

Sharing with those with CU NetIDs or publicly

Yes.

Backed up off-site (EZ-backup) for disaster recovery purposes of the entire service.

Yes, optionally.

(Usually turned on!)

  • Not accessible via web.
  • Challenging access via mobile device.
  • Off campus access only through VPN. Thus, no persistent access allowed, such as if you set up automation.
  • Approved for university data.
  • Sensitive data storage solutions available.
Fee-based service. Reasonable cost for up to 1-2TB of data. University controlled & sanctioned. 

Box.com

Work or personal files.

User

controls sharing to others with CU NetIDs or publicly, so good for ad hoc sharing (usually beats emailing documents)

  • Promotes rapid experimentation and ad hoc sharing.

Yes.

Backed up off-site (CU contract) for disaster recovery purposes of the entire service.

Yes
  • Good integration with OSes.
Free
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
  • Approved for non-sensitive university data.
Free

Limitations on single files size, but that's not a problem for most people.

Limitations on path name length, file types, file names, etc.

 

 
MS OneDriveWork or personal files.

User mediates sharingcontrols sharing to others with CU NetIDs or publicly, so good for ad hoc sharing (usually beats emailing documents)

  • Promotes rapid experimentation and ad hoc sharing.

Yes.

Backed up off-site (CU contract) for disaster recovery purposes of the entire service.

Yes.
  • Default use by MS products and OSes.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
  • Approved for non-sensitive university data.
FreeLimitations on single files size, but that's not a problem for most people. 
MS-provisioned (cloud) MS SharePointWork files.

User controls sharing to others with CU NetIDs or publicly, so good for ad hoc sharing (usually beats emailing documents)

  • Promotes rapid experimentation and ad hoc sharing.

Yes.

Backed up off-site (CU contract) for disaster recovery purposes of the entire service.

?Yes?
  • Default use by MS products and Windows OS.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).Approved for non-sensitive university data.
FreeAdmin, tech, and training investments are required to enable effective use and maintenance of this service. 
CU-provisioned (on-premise) MS SharePointWork files.

User controls sharing to others with CU NetIDs or publicly, so good for ad hoc sharing (usually beats emailing documents)

  • Promotes rapid experimentation and ad hoc sharing.

Yes.

Backed up off-site (EZ-Backup, usually) for disaster recovery purposes of the entire service.

?Yes?
  • Default use by MS products and Windows OS.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
  • Approved for non-sensitive university data.
FreeAdmin, tech, and training investments are required to enable effective use and maintenance of this service. 
Cornell's Dropbox FreeTemporary storage of work files, for the purposes of sharing.

User controls sharing to others with anyone, so good for ad hoc sharing (usually beats emailing documents)

  • Promotes ad hoc sharing.

?

(N/A really since just holds, temporarily, copies of files.)

No.

(N/A)

Temporary sharing with anyone.

CU-sanctioned tool for transferring sensitive university data.

Free

For temporary use of files.

Limitations on single files size, but that's not a problem for most people.

 

 
Non-Cornell file sync services
(ex. Dropbox, Google Drive, iDrive, etc.)

Personal files.

Regarding work files: Backups encouraged if used for work files, and there may be other issues, especially regarding risk management.

User mediates sharingcontrols sharing to anyone with service account or publicly, so good for ad hoc sharing (usually beats emailing documents)

Yes.

We hope! (No CU contract to enforce this.)

Yes.
  • Good integration with OSes.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
  • Not approved for storage of university data.
Free and fee-based.

No institutional oversight, restoration, access, or path to service escalation.

Limitations on single files size, but that's not a problem for most people.

 

 

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