Purpose : The Information Technology (IT) Division offers a wide range of team collaboration and file storage options to the GVSU community. By leveraging Microsoft applications such as Teams, and OneDrive, the community members can seamlessly access their files on various devices including phones, laptops, and tablets across both Windows and MAC platforms. These many options provide flexible and secure file storage and collaboration solutions for addressing different user needs and use cases. This document outlines the capability of each of the options provided so the GVSU community can effectively weigh each tool's advantages and drawbacks to make informed decisions about where to store their files and how to collaborate effectively on projects and documents.
Microsoft Teams (Teams) allows for automatic backup and recovery of documents, while facilitating both on-site and remote work abilities. Additionally, users and members of Teams can be either public or private, allowing for site page creation, integration with Office 365, and threaded reviews of Microsoft Office documents. Microsoft Teams also allows users to collaborate effectively on files, create visually appealing site pages, and manage document workflows.
Microsoft OneDrive provides an optimal solution for personal file storage and access across devices. While it allows for seamless file sharing, document collaboration, and version control, it is best suited for individual file management as it may present challenges for team-wide coordination.
For GVSU community members who work in third-party contracted cloud environments, there are specific cloud-based virtual storage options. This adds an additional layer of flexibility for users in choosing their preferred storage and collaborative methods.
Besides the above-mentioned Microsoft tools, GVSU community members also have the option to store files on their computers and external local drives. Several other cloud collaboration and storage options are also available, including network drives and third-party contracted cloud solutions.
Network drives, for instance, facilitate real-time collaboration among multiple users on the same document, enabling quick access to files. However, reliance on stable network or Internet connectivity and potential security vulnerabilities are key points to consider. Similarly, local computers allow for quick access to files offline and are ideal for sensitive documents that do not require sharing, although they have limited accessibility when not connected to the local network.
External local drives are suitable for backing up large volumes of data, providing additional storage capacity, and can be portable for file sharing among different devices, although they may pose a risk of physical damage and limited accessibility for collaboration and teamwork, especially for remote team members.
Third-party cloud storage options, specifically Winlab, offer opportunities for collaborative research and project work with specialized tools and resources. However, it requires technical expertise for effective configuration and usage, particularly for complex data storage and application development. The acquisition of these services requires approval from the GVSU Chief Technology Officer.
Google Drive and Dropbox are other viable storage and collaboration options the GVSU community members can consider. Both services offer varying features and cost considerations, with Google Drive providing 15GB of free storage and various paid plans, and Dropbox offering a free tier of 2GB which extends to 1TB for business plans. While both services offer multiple ways to upload files and enhance collaboration, Google Drive is slightly more expensive than Dropbox but offers more advanced functionality and an intuitive interface.