I need a place for my personal files (I’m using the data myself)

For your own data storage, look at Box, OneDrive, and Google Workspace. They give you storage for personal files that you don’t need to share with collaborators.

You do not need to store data in a web-accessible location. You can also keep files on your own personal device. You can make that device as secure as you need, and don’t have to worry about what happens to the files when your status with the university changes. 

If you choose this option, make sure to back up your data so that if your computer is damaged or stolen you don’t lose your work. Cornell offers two low-cost options, EZ-Backup and CrashPlan, for this purpose.

I own the files, but others need access (a class project)

• For a single file (reviewing, editing, reading, etc.), keep it in your personal file location for a short-term sharing situation. All supported personal cloud storage options have ways to share access to single files. 
• For an ongoing project (class assignment, department collaboration, etc.)
  • OneDrive
  • Teams
  • Google Shared Drive
• To collaborate with people outside of Cornell* about an ongoing project
  • Google Workspace
  • Box
  • Teams

*Refer to the regulated data chart before sharing medium- and high-risk data with other individuals.

I create files and documents for Cornell (official business)

For documents that are subject to university retention rules Box, Teams, and Google Shared Drive have the option for a department to own the folder instead of an individual. When any one person leaves the department, the files stay with the department for future use.

These options require that an administrator maintain the folders. This ownership can be transferred or shared, and we recommend that departments assign two administrators to a shared folder.

For documents that are not subject to retention rules, check with your manager to determine if you should store your work in a shared department drive. 

You do not need to store data in a web-accessible location. You can also keep files on your department-issued device. You can make that device as secure as you need, and don’t have to worry about what happens to the files when your status with the university changes. 

If you choose this option, make sure to back up your data so that if your computer is damaged or stolen you don’t lose your work. Cornell offers two low-cost options, EZBackup and CrashPlan, for this purpose.

I create files and documents for a faculty member (research)

Box, Teams, and Google Shared Drive have the option for a department to own the folder, instead of an individual. When any one person leaves the department, the files stay with the department for future use.

These options do require an individual administrator to maintain the folders. However, this ownership can be transferred or shared.

The information belongs to a group of people

If you’re working on a project where the data is shared by a group of people, and not owned by one person, use Box, Teams, and Google Shared Drive.

I have sensitive (high-risk) data

High-risk data (as defined by the university) involves various laws and restrictions depending on the kind of data in question. Box and OneDrive are options for storing that kind of data.

Departments managing high-risk data should use a shared Box drive.

I’m conducting research that requires a lot of data

Before using any service to store, share, or collaborate with institutional information, review the Regulated Data Chart.

Faculty and researchers should use the Data Storage Finder Tool to find services that best suit your collaboration and storage needs.

I have a lot of data (over 100gb)

If you need to store large amounts of data, refer to the Data Storage Finder Tool. You have options with Amazon, Azure, and shared file services. Ownership of the data after you leave the university will vary depending on the service you ultimately select.

I need to archive old files that I don’t want to delete

You can move old files to a long-term archive with a service like EZBackup or create your own compressed archive files to store on a removable drive (e.g.: a thumb drive) or a computer’s hard drive. Once the files are archived, you can then delete them from your cloud storage service.

To archive the files, you can simply download them from the cloud storage folder or download and then compress them to save space. For the most popular operating systems, this is as simple as right-clicking the folder and selecting “compress” or “send to” and then “compressed.”

If you elect for a physical device that’s stored in your possession, make sure that you secure it against theft or getting misplaced.