Not sure where to store a file? Maybe this table will help!

Storage Retention Collaboration Workflow Granular Permissions Access Audience Backup Data Classification
Google My Drive no yes no yes internal
external
faculty
staff
students
no regulated
Google Shared drive no yes no no internal
external
faculty
staff
students
no regulated
Local Hard Drive no no no no internal faculty
staff
students
yes regulated
Moodle no yes no yes internal faculty
staff
students
yes regulated
Network G: Drive no yes no yes internal faculty
staff
yes confidential
Network H: Drive no no no no internal faculty
staff
students
yes regulated
OnBase yes no yes yes internal staff yes confidential

Brief Attribute Description

  • Retention: Policy can be formed around how long documents are retained.
  • Collaboration: Documents can be shared and worked on in near real time.
  • Workflow: Documents can be routed based on a predefined set of steps/actions.
  • Granular Permissions: Documents can be shared with specific groups or users.
  • Access: Determines if documents are intended for internal member(s) of the college, users outside of the college or both.
  • Audience: Determines if documents are for Faculty, Staff or Students or a combination of these.
  • Backup: Documents are backed up through a Macalester provided solution.
  • Data Classification: Types of data that may be stored; based off of the data classification policy.

Document Location Description

Google My Drive: Store an unlimited amount of college related data that can be easily shared on a per document or folder basis. User controls access to their own documents. Documents stored in this location should not contain sensitive information. Can be shared outside the domain. Documents will be deleted when the owner’s account is removed Examples: Personal files, Google Forms requiring file upload, Ad-hoc sharing/collaboration, individual files not shared.

Google Shared drive: Store an unlimited amount of college related data that can be easily shared on a group or team basis. Documents will persist even if the original owner’s account is removed, as the Shared drive retains all data. Can be shared outside the domain. Examples: Department meeting minutes, project documentation, workgroups, defined sharing

Local Hard Drive: Local storage on your Macalester computer. Local storage is encrypted and centrally backed up using CrashPlan. Files stored here should be just for the individual but not personal in nature. Files containing personally identifiable information (PII) may be stored here but should only be done for the duration needed. When files are no longer actively used they should be removed or moved to a central secure location such as the H:\ or G:\ drive. Examples: Individual files, work in progress.

Moodle: Macalester’s learning management system. Every course is listed in Moodle and users are automatically added and assigned rights based on enrollment. System is rebuilt every semester and previous semesters are archived for up to five years. System is centrally backed up. Examples: Course materials, homework.

Network G:\ Drive: The G Drive is the primary on premisses network file repository.  Managed by the ITS department (creation of directories, access rights, disk space). Directory structure built for administrative and academic departments but also college organizations. All data is backed up centrally with multiple resources to restore/recover files. Users only have access to those directories and documents they have been assigned rights to. Examples: Departmental files, internal sharing

Network H:\ Drive: All college users are assigned an H drive.  Access is restricted to the individual user only. All data is backed up centrally.

OnBase is a document management system used by multiple departments on campus to store document images and files on a server. OnBase enables scanning, storage, and retrieval of paper documents as well as importing, storage and retrieval of electronic files. It also helps to manage process workflow by routing documents to queues custom-designed for individual departmental needs. Retention is based on a departments specific needs and is customizable at the document level. Access to the system can be from individuals to entire departments and is based on group membership. Examples: Course Catalogs, Financial aid documents, Registrar Documents

ShareBase (not listed above): is our enterprise file-sharing product that provides secure, cloud-based sharing. Users can manually share documents, they can assign rights and permissions at the folder-level all the way down to the individual document-level. Expiration dates, additional security measure e.g. a password or pin may be assigned to the shared file. ShareBase is a simple and intuitive file sharing tool which empowers our users to confidently share files and folders securely. Consultation is required in order to determine if this storage location is appropriate for use case. Examples: Ad-hoc credential dissemination, sensitive documents.