Sharing files and related topics

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

Standard of practice: Never have a unique, valuable file on a single storage or device. Options:

Back it up, with versioning. (Traditional)
Store it elsewhere, and mount it so files easily accessed. (File server)
Store it elsewhere, and access files via web browser. (Typically cloud services)
Sync it elsewhere, with versioning. (Typically cloud services)

Service	Files one expects to see there	Sharing 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)	Notes
Staff person's work computer. (Cornell owned desktop or laptop.)	Work, 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 mediates permission, 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.	Free	For departmental administration only.
CIT's SFS (file storage service)	The funder gets to specify files appropriate.	ChemIT mediates permission, 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.	Fee-based service. Reasonable cost for up to 1-2TB of data.
Box.com	Work or personal files.	User mediates 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. Easy access via web. Easy access via mobile device. Off campus access easy (no VPN required).	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 OneDrive	Work or personal files.	User mediates 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).	Free	Limitations on single files size, but that's not a problem for most people.
MS-provisioned (cloud) MS SharePoint	Work files.	User mediates 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).	Free	Admin, tech, and training investments are required to enable effective use and maintenance of this service.
CU-provisioned (on-premise) MS SharePoint	Work files.	User mediates 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).	Free	Admin, tech, and training investments are required to enable effective use and maintenance of this service.
Cornell's Dropbox	Temporary storage of work files, for the purposes of sharing.	User mediates 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. It is the only 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 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).	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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