Storage

Information about compliant storage options is available using ONU resources.

Available Storage Resources

Microsoft OneDrive

What is it?: OneDrive is a file storage and sync utility designed to host personal files and synchronize them across multiple devices.
Why would I use it?: Storage for any personal data or files in the way we have historically used the H: drive.
Features of the OneDrive platform:

  • More capacity than H: drives.
  • Sync files between the cloud and multiple devices.
  • Accessible via Office 365 account and interfaces. 
  • Files are accessible off-campus.
  • Files can be accessed directly via Office apps.
  • Files can be synchronized to desktop folders.
  • Regular off-site cloud backup.

Microsoft Teams

What is it?: Teams is a communication utility with messaging, chat and meeting functionality tightly integrated with other Microsoft products that will allow quick sharing of files and information. 
Why would I use it?: Many reasons, but for this article, shared storage in the way we have historically used the I: drive (file storage features are below, and are meeting and collaboration features are discussed in this article).
Features of the Teams platform:

  • Departmental teams are pre-populated (benefits of a departmental team).
  • Ad-hoc teams available on-demand (benefits of an ad-hoc team).
  • Higher capacity file storage than I: drive folders.
  • Accessible via Office 365 account and interfaces. 
  • Files are accessible off-campus.
  • Files can be accessed directly via Office apps.
  • Files can be synchronized to desktop folders.
  • Regular off-site cloud backup.

Kaltura

What is it?: Hosted multimedia library designed to store and share video content. Kaltura can be used to post video, audio and images.
Why would I use it?: To store and share video/audio content with the class or others.
Features of the Kaltura platform:

  • Personal video storage
  • Shared video storage (public or limited access)
  • Local video capture (camera, screen content, and audio)
  • Lecture capture: video captured from a classroom teaching workstation for private or class use
  • Publish to Canvas classes

Mapped Drives - least recommended

What is it?: Traditional local file storage is provided on Olivet's servers.
Why would I use it?: This storage is used to accommodate systems that require rapid transfers, a local drive letter, or contain highly sensitive files that should not be stored in the cloud.
Features of mapped drives:

  • Complies with more strict regulations around the privacy of files.
  • Drive letters mapped to server location. 
  • High-speed transfers.
  • Regular off-site cloud backup.

Picking the Appropriate Resource

Personal Storage

OneDrive
  • Up to 1 TB storage
  • Synced to Microsoft cloud service
  • Easily available off-campus
  • Sync across devices
  • Slower transfer speeds

Mapped Drive
  • Limited capacity
  • Designed primarily for on-campus access
  • Direct mapped for local software
  • Stored only on local servers
  • High transfer speed
  • Better compliancy

Shared Storage

Departmental Team (Microsoft Teams)
  • Team pre-populated with users based of HR data
  • Members automatically kept up to date
  • Broad permissions are automatically added and removed
  • No owner maintenance
  • Identified in system with @olivet.edu address
  • Easily available off-campus
  • Desktop shortcuts available

Ad-Hoc Team (Microsoft Teams)
  • Team manually created on demand
  • Members must be manually added and removed
  • Permissions must be manually assigned
  • Ownership of team not updated with employment changes
  • Identified in system with @groups.olivet.edu address
  • Easily available off-campus
  • Desktop shortcuts available

Mapped I: Drive
  • Limited capacity
  • Designed primarily for on-campus access
  • Direct mapped for local software
  • High transfer speed
  • Better compliancy

Specialty Mapped Drive
  • Scalable capacity but limited by cost
  • Designed primarily for on-campus access
  • Direct mapped for local software
  • High transfer speed
  • Better compliancy
   

Specialty Storage

Departmental Website
  • Folder on a specialty mapped K: drive
  • Simple copy/paste upload
  • Files and folders listed are automatically available to the Internet
  • Designed primarily for on-campus access
  • Stored only on local servers
  • High transfer speed

Personal Website
  • Folder on mapped H: Drive
  • Simple copy/paste upload
  • Files and folders listed are automatically available to the Internet
  • Designed primarily for on-campus access
  • Stored only on local servers
  • High transfer speed

Application Specific
  • Folder on server specific to application
  • Designed primarily for on-campus access
  • Stored only on local servers
  • High transfer speed

 

Example Scenarios

In order to be in compliance with University policy 3rd party storage guidelines. Some data must be moved from off-campus solutions to university-protected solutions.  Below are some examples of these scenarios and some reasoning on why the move would fit.  There are many different ways to approach where to store data, so if there are particulars that do not fit with a given service, please contact the IT department and we would be happy to help figure out the best solution.

Current Service

Function

New Service

Notes

Local drive or thumb drive.

Storing of personal or shared data.

Mapped Drive, OneDrive or Teams

Depending on the usage of the data, files stored on a local workstation or a thumb drive may be more protected in a server or cloud storage location. 

DropBox, Box, Google Drive or other file sync/storage

Personal files stored and synced. No sharing

Microsoft OneDrive

OneDrive has a similar sync function and can sync files across multiple devices.

DropBox, Box, Google Drive or other file sync/storage

Personal files stored and synced. Sharing files with individuals. 

Microsoft OneDrive

OneDrive has sharing capability built-in that re-create the shared links for others.

DropBox, Box, Google Drive or other file sync/storage

Shared files or account where multiple people are accessing files. 

Microsoft Teams

Using a department or ad-hoc Team would allow sharing of files for an entire department or members of the Team

SurveyMonkey, JotForm, other survey utilities

Collecting or storing identifying information along with survey

Microsoft Forms

Microsoft Forms provides simple survey tools that store the data on ONU managed Office 365 resources. More advanced surveys would need to be built with a different tool

YouTube or other video storage

Private or shared video containing university data

Kaltura

  

AWS, Azure or other cloud computing

Running servers or data storing applications

Various

The solution would depend on the application and how the data needed to be used. The solution could be a combination of mapped drives and virtualized server on our campus or in our pre-built infrastructure.