Information, Technology & Consulting

Collaboration, File Sharing and Data Storage

Details

Dartmouth has a range of tools available for collaboration, file sharing and storage – each filling a unique need within the Dartmouth community. Some allow you to collaborate in real-time without storing the document in any different location; others allow you to store the document in a location where members of a group or team can access it when they need; others are for individual use only providing file storage that is available from any computer connected to the Internet, or file recovery needs.

  • Box (available spring 2016) is used for collaboration and sharing of documents both with members of the Dartmouth community and with colleagues at other institutions. Box is available via a web browser from both on campus and off, as well as mobile apps.
  • Office 365 Groups enables collaboration in the form of project, committees or other team sites. Users can set up a new group themselves, and control membership and permissions themselves. In addition to a share file storage location, a Group site contains a team calendar, OneNote Notebook, and more. Group sites can share information with both Dartmouth and non-Dartmouth accounts. It is NOT intended as a place to store DISC level 2 or 3 data. Office 365 Groups are available via a web browser, from the Outlook 2016 for Windows client, and from mobile devices. They are accessible from both on and off campus.
  • Office 365 Teams (available spring 2017) is used for collaboration amongst a team, where the primary means of communication is chat. Users can set up a new team themselves, and control membership and permissions themselves. A team can be associated with an Office 365 Group, in which case it would share the Files and Notebook with the group. It is NOT intended as a place to store DISC level 2 or 3 data. Office 365 Teams are available via a web browser, but the preferred access is via an application which is available on Macintosh, Windows and Mobile devices.
  • OnBase is the system where Dartmouth’s official records are stored, and a content management system used to automate business processes, regardless of whether those processes are document or data driven. It is the ONLY system on campus where records management controls (such as retention and disposition) are applied in a consistent and auditable manner to digital document content. Other systems can be used for communication, collaboration, storage, and use, but if a process results in business records that must be managed formally according to policy, those documents should eventually move to the OnBase system. Casual users access the system via web-browser interfaces designed specifically for each process used to store records in OnBase; frequent users use a desktop application.
  • OneDrive is for personal file storage and collaboration and sharing of documents with members of the Dartmouth community only. You can create, edit, and synchronize files securely from your devices(s) to cloud-based storage. Each user at Dartmouth has a minimum of 5TB of storage. It is available via a web browser or via a desktop folder from both on campus and off.
  • Research Data Storage comes in two flavors: AFS and Isilon. AFS provides storage for large data sets that are collaboratively used; Isilon provides storage for large data sets that require high performance computing. A new system for research data storage should be available to the Dartmouth community during the spring term of 2016.
  • SharePoint Online is a web-based application that enables collaboration and file storage for more long term needs, such as a departmental site. In addition, SharePoint is set up to work directly with OnBase, so it is an excellent choice for departmental where the results of their work should move into OnBase for retention and disposition. SharePoint Online sites can only be used for collaboration with people who have a Dartmouth account; data cannot be shared with people not at Dartmouth. Due to this restriction, DISC level 2 and 3 data can be stored in a SharePoint Online site. It is available via the web from both on campus and off.
  • Skype for Business is an instant messaging tool that also allows you to share videos, files, applications and desktops with other meeting attendees as part of the meeting – both those at Dartmouth and people not at Dartmouth. This is not a file storage location, but simply a way to temporarily share files, applications, etc. during the course of a meeting.

Tool Features

Tool

Primary Function

Approved for DISC Levels

Who can be invited to see data

Files Deleted When Your Account Expires

Largest Single File Size

Access via Web Browser or Application

Box

Collaboration on Files

Levels 0-3

Dartmouth and non-Dartmouth Accounts

10 GB  Web

Office 365 Groups

Team Collaboration

Levels 0-1

Dartmouth and non-Dartmouth Accounts

  10 GB  Web, Outlook 2016 (Mac and Win), Mobile

Office 365 Teams

Team Collaboration

Levels 0-1

Dartmouth Only

  10 GB  Web, Team client application (Mac and Win), Mobile 

OnBase

Storage of Official Dartmouth Records

Levels 0-3

Dartmouth Only 

 

  Web, OnBase Client

OneDrive (for Business)

Storage for files that are not shared

Levels 0-3

Dartmouth Only

 

10 GB Web, OneDrive sync client (Mac and Win), Mobile

Research Data Storage - AFS

Storage for large data sets with collaboration

Levels 0-3

Dartmouth and non-Dartmouth Accounts

   

Research Data Storage - Isilon

Storage for large data sets with HPC

Levels 0-3

Dartmouth Only

   

SharePoint Online

Departmental Website

Levels 0-3

Dartmouth Only

 

10 GB  Web, Mobile

Skype for Business

Instant Messaging and Video Conferencing

Level 1

Dartmouth and non-Dartmouth Accounts

  Web, Skye for Business (Mac and Win), Mobile

How do I Gain Access?

  • Box – Email IT Service Desk to request an account. Once the account is ready users can log into Box.
  • Office 365 Groups - See Create a Group in Office 365
  • OnBase – Email Dartmouth Records Management for information.
  • OneDrive – OneDrive can be accessed via a web browser or by installing the software on your computer. To access it via a web browser, log in to Dartmouth Office 365 web app then click the icon in the upper left corner of the window and select OneDrive. To download the software, from the BWA website click the cog icon in the upper right corner, then Office 365 Settings, then Software. Select OneDrive from the list.
  • Research Data Storage – Email Research Computing.
  • SharePoint Online – Email IT Service Desk to request a project site. Once that is set up, you can access your site via Dartmouth Office 365 web app then clicking the icon in the upper left corner of the window and selecting Sharepoint.
  • Skype for Business – Download the software by logging into Dartmouth Office 365 web app then click the cog icon in the upper right corner, then Office 365 Settings, then Software. Select Skype for Business from the list.

For information on safe file sharing practices, see:

 

Topic: 
Computer and Device Services
Subtopic: 
Desktops and Laptops
Last updated: 
Monday, November 20, 2017

If you have questions or need further information, contact your department's IT support office, or contact the IT Service Desk via email at [email protected], via phone at 603-646-2999 or walk in to see them in Baker/Berry 178J.

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Information, Technology & Consulting