What should I store where?

There are some different storage solutions available for storing files for UMS student, staff and faculty. Some storage solutions are more appropriate than others for sensitive information. Some are better for different types of collaboration.

Detailed Information

INFO: For guidance on what is allowed based on the UMS Data Classification APL VI-I (External Link), regulatory compliance program, or use case, see Permitted and Restricted Systems for Data Storage and Data Processing.
File storage service offering feature comparison
Features UMS SharePoint UMS OneDrive UMS Google Drive UMS Google Shared Drive

Access & Permissions Considerations
IT manages permissions; no access without approval process and/or initial setup  No N/A N/A  No
Self-managed permissions; share with others without IT involvement  Yes  Yes  Yes  Yes
Ability to set permissions on subfolders  Yes  Yes  Yes  Yes
Ability for owner to restrict permission changes or re-sharing  Yes  Yes  Yes  Yes
Access can be granted via Grouper groups  Contact Service Desk  Contact Service Desk  Contact Service Desk  Contact Service Desk

Usability
Mobile apps available for iOS and Android  Yes  Yes  Yes  Yes
Desktop app available for Windows and macOS  Yes  Yes  Yes  Yes

Backup & Data Retention
File versions maintained  Yes  Yes  Yes  Yes
Team owned data; access remains intact for others when individual leaves  Yes  No  No  Yes
Data can be retrieved for school/department by IT if needed  Contact Service Desk  Contact Service Desk  Contact Service Desk  Contact Service Desk

Storage Limit Information
Storage quotas 250 GB per site See OneDrive Storage Quotas See Google Workspace Storage Quotas 500 GB per drive

File Size
Max file size 250 GB — see Microsoft (External Link) 250 GB — see Microsoft (External Link) Varies — see Google (External Link) See Google (External Link)
Well-suited for large file storage and transfer at high speeds  Yes  Yes  Yes  Yes
Shareable with students and externally  Yes  Yes  Yes  Yes
Table legend
Service recommended for this purpose
Known to work — please reach out to IT with any questions
Service cannot be used for this purpose
INFO: It may also be a good idea to review OneDrive and SharePoint limitations and restrictions — Microsoft Support (External Link).

Environment

  • Microsoft 365 (UMS)
  • SharePoint
  • OneDrive
  • Google Workspace (UMS)
  • Google Drive
  • Google Shared Drive
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