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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

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.


uFiles Storage

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.

OneDrive for Business

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.


SharePoint Online

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

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.

 


Project Management

Document storage.

Shared e-mail mailbox.

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.

 




CampusPress WordPress

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.


PantherSync is a system of online management tools for student organizations at UW-Milwaukee. Available to student organization officers and administrators, PantherSync provides calendaring, messaging and document storage capabilities that enable student organizations to communicate with their membership.  Further information concerning PantherSync can be found at the PantherSync website.

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

 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 or Vickie Schuh for uFiles cost information.

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
 Full: 1 year via CIT



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

A student is writing an assigned paper for a course.


 

 

A student is writing a thesis or dissertation, and needs to get comments from an advisor and/or a committee.


 

 

A student is collaborating with other students on an assigned class project.


 

 

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.


 

 

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.  

 



Faculty and/or staff want to collaborate with a large working group and/or large number of documents. 

 



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.

 


 

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.

 


 

A faculty member is collaborating with their graduate students on the writing of a journal paper or grant proposal.


 

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.


 

A faculty member is filling out a spreadsheet for a candidate's interview schedule.


 

A faculty member is filling out a spreadsheet for invited speakers.


 

A faculty member and TAs are putting together a reading schedule for a course.


 

A faculty member is collaborating with a TA on student grades.



A faculty member is collaborating with others (either within UWM or outside the university) on non-sensitive research or projects.


 

A faculty member is collaborating on “confidential” research data with others external to the university.

 



A staff member is collaborating with staff members in his/her own department. 


 

A staff member is collaborating with staff members in a different department or more than one department.


 

A staff member is collaborating with others to develop progressive versions of a document.


 

A staff member is leading a project with team members from within their department.


 

A staff member is leading a project across different departments.


 

A staff member is leading a project with team members external to UWM.


 

A staff member is managing “confidential” documentation.




To inquire further about available file storage solutions at UWM, or if you have specific questions regarding storage services, please contact the UWM Help Desk at (414) 229-4040 or submit a request via the Get Tech Help web portal.



Keywords:O365, Office 365, office, 365, document, docs, file, files, file storage, best, practices, use, sharepoint, share, point, one, drive, files, OneDrive, od4b, onedrive for business   Doc ID:50971
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2015-04-30 08:20 CSTUpdated:2016-11-15 09:37 CST
Sites:UW-Milwaukee Help Desk
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