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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)

 

ServiceUseCost
("Free" means free to departments/ users)		NotesComparison to other services
Cornell owned desktop or mobile device

Work or personal files.

Backup encouraged if files deemed unique and valuable.

No sharing directly. (Promotes use of email with copy of file attachment.)

  • 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

Work files. Best for static sharing arrangements.

ChemIT mediates permission, including sharing. Sharing with those with CU NetIDs or publicly

  • 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.
FreeFor departmental administration only. 
CIT's SFS (file storage)

The funder gets to specify files appropriate.

ChemIT mediates permissions, including sharing. Sharing with those with CU NetIDs or publicly

Provides versioning and access to last version of deleted files.

Is backed up off-campus for disaster recovery of service's data.

  • 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)

Provides versioning and access to last version of deleted files.

Is backed up off-campus for disaster recovery of service's data.

  • 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).

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

Work files.

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

  • Default use by MS products and Windows OS.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
   
CU-provisioned (local) SharePoint

Work files.

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

  • Default use by MS products and Windows OS.
  • Easy access via web.
  • Easy access via mobile device.
  • Off campus access easy (no VPN required).
   
Cornell's Dropbox

Work files.

Temporary sharing with anyone.

Only sanctioned tool for transferring sensitive university data.

FreeLimitations on single files size, but that's not a problem for most people. 
Non-Cornell file sync services
(ex. Dropbox, iDrive, etc.)

Personal files. Backups encouraged if used for work files, and there may be other issues.

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

  • 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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