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UWM Document Storage and Collaboration Services Guidelines
The purpose of this document is to inform UWM students, faculty and staff of the options available for document storage and work group collaboration using campus provided resources.
Contents:
- Introduction
- Overview of Document Storage and Collaboration Services Available at UWM
- uFiles Storage
- OneDrive for Business
- Teams Sites
- SharePoint Online
- Comparison of OneDrive for Business and SharePoint Online Features or Usage by Task
- CampusPress WordPress
- PantherSync (OrgSync)
- D2L
- Document and File Storage and Collaboration Services Attributes
- Use Case Guidance for Storage and Collaboration Tools
The purpose of this document is to inform UWM students, faculty and staff of the options available for document and file storage and work group collaboration using campus provided resources. Services are provided for both individuals and groups. Some of these services are suitable for storing restricted or sensitive data, and some are not. Some services are baseline university IT services (requiring no additional user fees), and some are fee-based services. The following guidelines will help the campus community to select the option that best fits their requirements in order to assure information confidentiality, integrity and availability. Access and use of storage and collaboration services establishes an obligation on the part of the individual to use these resources responsibly. Students, faculty, staff and other constituents are responsible for reading and understanding this guide and understanding UWM policies and practices for storing data.
The document and file storage and work group collaboration services decision is based on several considerations:
- Types of documents and files to store,
- Content of documents and files, including the criticality and sensitivity of data being stored and shared,
- Individual, multi-purpose, or departmental/group file sharing and usage requirements, and
- Accessibility requirements.
The following storage services are provided for UWM students, faculty and staff. Faculty and staff have all these options available to them. While enrolled, students have access to OneDrive for Business through their ePanther account and to D2L through their instructor. Students may also be included in one or more of the other options upon request. The request for access to other services will be handled on a case by case basis.
The uFiles Storage service provides storage capabilities for individual and group based file shares that can be used by faculty and staff (through their ePanther account). These file shares are available on university owned computers that have been properly configured. These file shares appear as mapped drives and behave like other folders and files that exist on the client computer. The file shares are accessible remotely through the campus VPN service.
The uFiles Storage service has the following features:
- Individual and group access to file shares.
- Mapped folders that utilize your computer’s operating system (no other software needed).
- Available for Windows, Mac and Linux client computers.
- Regular backup of files.
- Per gigabyte charges may apply. Please consult University Information Technology Services (UITS) for details.
Be aware that uFiles Storage:
- Is not accessible from a web browser.
- Cannot share files with off-campus individuals.
Microsoft OneDrive for Business provides
cloud based file storage and sharing services that are available to UWM
students (while enrolled), faculty, and staff as part of the Office 365 offering.
OneDrive for Business is meant to be an
individual’s personal data storage service, a document library, where files are
private by default, with the capability to share documents with others.
The OneDrive for Business service has the following features:
- All UWM students, faculty and staff have an OneDrive for Business space established for them.
- Online “cloud” file storage accessible anywhere via the internet.
- Ability to use your ePanther login ID and password to sign into OneDrive for Business.
- Integrated with the Office 365 Suite (Word, Excel, PowerPoint, OneNote, and Outlook).
- Capable of storing almost all file types. Exceptions are listed on Microsoft's site.
- Provides document management capability (create, delete, move, rename, download, version and share) as needed.
- Provides capability to grant access permission to a folder or a document on an individual-by-individual basis, i.e. light-weight, informal collaboration.
- The OneDrive desktop sync client is available for those who prefer a desktop application instead of an Internet browser application.
- Backups are for service recovery purposes only. Users should not expect to have individual files restored. Deleted files are recoverable from the recycle area for up to 93 days.
When you leave UWM:
- Current student, faculty, or staff accounts are disabled and the files are automatically deleted.
- Faculty and staff accounts are disabled after 14 days.
- Student accounts are disabled after one academic semester.
- Emeritus faculty accounts remain enabled.
The OneDrive for Business service, aimed at enterprise users, is not the same as the OneDrive service offered by Microsoft to individuals. Microsoft’s official explanation of OneDrive for Business can be found on their website.
Teams is one of the Microsoft Office components and is installed on all university-managed computers. While there is a version of Teams available online through the Office 365 product suite, for full features all UWM users should be using the desktop app. Teams is a chat-based collaboration space for groups of users that allows them to create, share and edit files. With the ability to easily post files through chat, conduct real-time screen sharing, host online meetings and serve as a repository for shared decision-making, Teams is a workspace that allows for quick and agile communication.
The intention behind Teams sites is to provide a working space for smaller, focused groups to conduct work and finalize documents before sharing them with a larger audience, such as an organizational SharePoint site.
The Teams service has the following features:
- Targeted towards team/working group collaboration; not typically used for organization-wide communication.
- Capable of storing almost all file types. Exceptions are listed on Microsoft's site.
- Provides document management capability (create, delete, move, rename, download, version and share) as needed.
- Online "cloud" file storage accessible anywhere via the internet.
- Backups are for service recovery purposes only. Users should not expect to have individual files restored. Deleted files are recoverable from the recycle area for up to 93 days.
- Utilizes persistent workspace chat.
- Ability to link to other Office 365 apps, such as existing SharePoint sites or OneNote notebooks.
SharePoint Online is also part of
Microsoft’s Office 365 product suite. SharePoint Online combines content and
document management features with advanced capabilities that include collaboration,
workflow, work management, metadata, taxonomy, and search. SharePoint’s
capabilities enable a work group to store, share, and manage digital
information through the creation, deployment, and management of team websites.
SharePoint Online provides a more structured place to organize, share and
collaborate on documents. SharePoint Online is meant to be an organization’s or
team’s data storage and collaboration service, providing a central location for
people to work together on documents. It is also the integration point for
Microsoft’s other collaboration products including Yammer Social Collaboration
Platform, Skype for Business, Visio and Project.
In general, SharePoint Online sites
are more robust, better governed and have more features than OneDrive for
Business and should be used for team based, formal and structured
collaboration. SharePoint Online should
be the preferred storage option for any valuable documents, structured
collaborations or formal document management.
SharePoint Online requires
knowledge about its capabilities to configure correctly and effectively.
The SharePoint Online service has the following features:
- Targeted toward departmental/group/team document management and storage.
- Capable of storing almost all file types. Exceptions are listed on Microsoft's site.
- Online “cloud” file storage accessible anywhere via the internet.
- Provides basic document management capability (create, move, rename, download, share, and delete) as needed.
- Provides advanced document management capability (version control, taxonomy, metadata, views, search, task lists and workflow) as needed.
- Backups are for service recovery purposes only. Users should not expect to have individual files restored. Deleted files are recoverable from the recycle area for up to 93 days.
Comparison of OneDrive for Business and SharePoint Online Features or Usage by Task
The document
storage and collaboration services capabilities of OneDrive for Business and SharePoint Online can be summarized in the following
table.
Task |
Key Features or Usage |
OneDrive for Business |
SharePoint Online |
Teams |
Document
Storage |
Document
history.
|
|
|
|
Version
control.
|
|
|
|
|
Content
approval.
|
|
|
|
|
Retention
policies.
|
|
|
|
|
Metadata
for workflow tracking. |
|
|
|
|
Maintaining
document lifecycle governance plans. |
|
|
|
|
Document
Edits |
Simultaneous
editing and co-authoring. |
|
|
|
Document
check in/ check out. |
|
|
|
|
Document
editing through Office client application, browser web app, or phone or table
app. |
|
|
|
|
Document
Sharing |
Document
storage in one location. |
|
|
|
Local
and external sharing. |
|
|
|
|
Document
Searching |
Search
at library, site or global level. Document preview capability. E-discovery. |
|
|
|
Intranet |
Centralize
core documents all employees need to access. Publish
employee announcements and newsletters. |
|
|
|
Shared Email |
Group email option. |
|
|
|
Project
Management |
Document
storage. Project
tasks and timeline. Project
announcements. Status
updates. Issue
logging. Integration
with Microsoft Project. |
|
|
|
Video
Storage |
Video
portal for storage and playback of video content. |
|
|
|
Business
Intelligence |
Excel
service. Access
services. Visio
Services. |
|
|
|
The CampusPress managed WordPress service provides UWM faculty and staff with web publishing and basic data collection (web forms) functionality in support of their professional initiatives and goals. Each person will be able to login using UWM 1Login and request their own CampusPress WordPress site and it will be provisioned for them in real time. CampusPress supports publication of open access/publicly releasable research data (in support of grant requirements). No restricted or sensitive data can be stored on or transmitted through CampusPress WordPress. Content intended for publication on CampusPress WordPress should be stored either in OneDrive for Business or SharePoint Online.
- Targeted toward supporting individual and research lab/working group/team/collaborations web sites and their supporting web content.
- Utilizes a self-service model that leverages the consumer oriented aspects of WordPress, with faculty/staff expected to be self-reliant. Utilizes contract provided CampusPress on-demand on-line resources as primary support services, with secondary support available from UITS Help Desk staff and existing distributed IT staff (school, college, administrative units) for more advanced support and for site provisioning (after first auto provisioned site).
- Site content can be written in word processing programs locally and uploaded for publication or authored directly within CampusPress WordPress and either saved as draft or published live.
- Capable of storing almost all file types.
- Faculty or staff will be able to log into the administrative area of their site(s) to manage their content using UWM’s 1Login service.
- Collaborators from outside UWM who are partnering with UWM faculty/staff will be able to obtain an administrative account to assist in the management of content.
D2L
is UWM's web-based online course management system. It is the preferred option
for document management and collaboration in support of instruction.
Document and File Storage and Collaboration Services Attributes
To assist in determining which document storage and collaboration service is appropriate for a given set of requirements, the following tables are provided.
This table outlines where common file types can be saved.
Type of data |
OneDrive For Business |
SharePoint
Online |
uFiles
Storage |
Teams |
Office Documents (DOCX , RTF, TXT, XLSX, PPTX, PDF) |
|
|
|
|
Databases (MDB, DB) |
|
|
|
|
Audio, Images and Video (MPG, MP4, MOV, WMV, GIF,
JPEG |
|
|
|
|
Applications and Web Code (Java, C++, C#, Visual Basic, HTML, CSS, XML, JavaScript,
ASP, PHP, JSP, CFM) |
|
|
|
|
This table outlines the average amount of storage, speed, access method and cost each option has.
Storage Platform |
Storage Quota |
Speed |
Method of Access and Availability |
Cost |
OneDrive For Business |
1 TB total storage
with a 10 GB maximum individual file size |
Dependent on Internet Connection |
Web access through a browser or mobile device.
Availability dependent on Microsoft's website availability. |
none |
SharePoint Online |
2 TB per site collection |
Dependent on Internet Connection |
Web access through a browser or mobile device.
Availability dependent on Microsoft's website
availability. |
none |
uFiles Storage |
Please contact Chris Spadanuda (cspada@uwm.edu) for uFiles storage quota information. |
Instant on Campus |
Campus Workstation |
Please contact Chris Spadanuda for uFiles cost information. |
Teams |
1 TB per Team space |
Dependent on Internet Connection |
Desktop application available to all UWM users.
Availability dependent on Microsoft's website
availability. |
none |
Note:
Storage quota for OneDrive for Business and SharePoint Online
is subject to change by Microsoft policy.
This table outlines each service’s collaboration feature sets.
Storage Platform |
User Availability |
Real Time Collaboration (Edit alongside others) |
Duration of suggested use |
Document Recovery Window |
OneDrive for Business |
Campus account holders and general public with either a
sponsored ePanther account or a Microsoft account @outlook.com |
Yes |
Long term - 6 months or more |
Controlled by Microsoft (limited to recently trashed items
in session) |
SharePoint Online |
Campus account holders and general public with either a
sponsored ePanther account or a Microsoft account @outlook.com |
Yes |
Long term - 6 months or more |
Controlled by Microsoft (limited to recently trashed items
in session) |
uFiles Storage |
Campus account holders only |
No |
Long term - 6 months or more |
On demand: 2 weeks |
Teams |
Campus account holders and general public with either a
sponsored ePanther account or a Microsoft account @outlook.com |
Yes |
Long term - 6 months or more |
Controlled by Microsoft (limited to recently trashed items
in session) |
Use Case Guidance for Storage and Collaboration Tools
Note: All data, information, documents, and materials must meet UWM's security and confidentiality requirements (which are discussed later).
Possible use cases for these document storage and collaboration services include:
If: |
Then use: |
|
|
|
|
OneDrive for Business |
SharePoint Online |
uFiles |
Teams |
A student is writing an assigned paper for a course. |
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A student is writing a thesis or dissertation, and needs
to get comments from an advisor and/or a committee. |
|
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A student is collaborating with other students on an
assigned class project. |
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A faculty or staff
member creates and manages personal documents that are infrequently, if ever,
shared with others and are not critical to ensure the
continuity of business or academic operations. |
|
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A faculty or staff
member creates and manages documents that may or may not be shared with
others, but are critical to ensure the continuity
of business or academic operations. |
|
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Faculty and/or staff want to
collaborate with a large working group and/or large number of
documents. |
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Faculty and/or staff need to manage a collection of documents.
These documents needs to be tagged and classified based on their document
type and based on that type different policies need to be enforced for retention. |
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Faculty and/or staff will be working on a document collaboratively and
likely meeting together a few times to discuss and make updates. Their
project is ad hoc and short term. |
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A faculty member is collaborating
with their graduate students on the writing of a journal paper or grant
proposal. |
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A faculty member in a department
is filling out a spreadsheet for which courses are going to be offered for
the next 1 or 2 academic years. |
|
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A faculty member is filling out a
spreadsheet for a candidate's interview schedule. |
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A faculty member is filling out a
spreadsheet for invited speakers. |
|
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A faculty member and TAs are
putting together a reading schedule for a course. |
|
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A faculty member is collaborating
with a TA on student grades. |
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A faculty member is collaborating
with others (either within UWM or outside the university) on non-sensitive
research or projects. |
|
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A faculty member is collaborating
on “confidential” research data with others external to the university. |
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A staff member is collaborating
with staff members in his/her own department.
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A staff member is collaborating
with staff members in a different department or more than one department. |
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A staff member is collaborating
with others to develop progressive versions of a document. |
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A staff member is leading a
project with team members from within their department. |
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A staff member is leading a
project across different departments. |
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A staff member is leading a
project with team members external to UWM. |
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A staff member is managing
“confidential” documentation. |
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