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.

Details  

INFO: For guidance on what is allowed based on the UMS Data Classification APL VI-I, 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 Yes N/A N/A No
Self-managed permissions; share with others without IT involvement Contact Help Desk 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 Active Directory Groups Contact Help Desk Contact Help Desk Contact Help Desk Contact Help Desk

Usability
Mobile Apps available for iOS, Android Yes Yes Yes Yes
Desktop App available (break this down for mac, linux) Yes Yes Yes Yes
Unlimited Storage Contact Help Desk Contact Help Desk Contact Help Desk Contact Help Desk

Max File Size

 250 GB See MS KB 250 GB  See MS KB Varies - See Google KB See Google KB
Well-suited for Large File Storage and Transfer at High Speeds Yes Yes Yes Yes
Shareable with Students and Externally 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 Help Desk Contact Help Desk Contact Help Desk Contact Help Desk

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.
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Permitted and Restricted Systems for Data Storage and Data Processing
Many compliance programs have specific regulatory and local requirements regarding required controls. A chart of permitted systems for data storage provides information to users of data on what systems can be used to store or process each type of data.