Storage Options for Faculty and Staff
Increasingly, we are able to provide both server- and cloud-based storage solutions for our faculty and staff. This ensures that your data is accessible everywhere, and also that if your local computer hardware fails for any reason, you don’t lose any data that is essential to your work.
Wondering which option is best for you? We have created a quick scenario calculator to help you determine the recommended solution appropriate to your needs. To begin, simply click on the Get Started button below.
You may also read the feature list and offering summaries below for more information.
Please note: “GP-NAS” and “RU-NAS” are both part of IS&T’s Network File Storage service offering.
SharePoint (Microsoft Office 365)
SharePoint is a web-based collaboration service for groups of all sizes, offering up to 25 TB of storage space per site collection. It offers many tools for groups to share, manage, and use information. Along with OneDrive, SharePoint is the standard document sharing platform used by Microsoft Office, and both are closely integrated with other Office 365 services. SharePoint is HIPAA compliant, and approved for confidential and restricted use data.
BU OneDrive (Microsoft Office 365)
All faculty and staff have access to 1 TB of space on their BU OneDrives. Additional space may be requested. Your BU OneDrive integrates with many other Office 365 services, including Exchange, SharePoint, and Office Online. Your BU OneDrive is HIPAA compliant, and approved for confidential and restricted use data.
A BU Dropbox for Business account is best suited for researchers who require storage for very large amounts of data. All BU Dropbox accounts will have access to almost unlimited storage (1 Petabyte of space) using their BU logins. Files and folders can be shared with anyone with a Dropbox account worldwide. The service has an app that will sync the files and folders you select with your phone or tablet as well as a desktop client that will sync with your laptop or desktop. BU Dropbox (NOT the consumer version of Dropbox) has been approved to store both Confidential and Restricted Data, with the exception of HIPAA data.
BU Google Drive
BU Google Drive provides unlimited data storage under your BU account. It also allows for quick collaborative document sharing including use of Google Apps (ex. Google Docs/Sheets/Presentations). This is an ideal usage case for faculty use for class projects, since students also have access to the same Google Drive storage system. This may also work for members of a lab who want to share larger media with each other (ex. high-resolution images). BU Google Drive (NOT the consumer version of Google Drive) is approved for confidential data and FERPA data (but not restricted/HIPAA data).
Network File Storage (GP-NAS and RU-NAS)
Network File Storage allows departments to share data with each other and easily retain data if employees leave the University or transition to other roles. Storage is NOT unlimited; it should never be used to store large files or personal data (e.g. music libraries). The main advantage of the Network File Storage is that it allows for granular managed permissions to files and folders with BU usernames and Kerberos passwords. Restricted use data can be stored on Network File Storage, provided that your IT support provider works with you and your department to ensure that the files are restricted.
BU’s Data Archiving service provides a 10GB storage allocation available for all faculty and staff for work-related data, accessible only to that particular individual.
Storage of Outlook .PST/.OLM files
A .PST is a Windows-based Outlook data archive file (its equivalent in Office 2016 for Mac is .OLM), commonly used to store email messages. This is separate from your BU email kept on the Exchange server. If you have a .pst/.olm archive which you access regularly, you should store it locally on your computer. Since this method posses the greatest risk of data loss we strongly recommend you are actively backing up your data using CrashPlan. Because of the way sync services work in a service like Google Drive or Dropbox, storing .pst/.olm files with these services while actively using them with Outlook is not an option.
If you have archived email to a .pst/.olm file to which you no longer need access, you can leverage any of the above storage options as appropriate for safekeeping.