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Since we migrated to Google Apps, I have become aware that faculty and staff now choose from a wider range of choices for file storage of. Some things are on their own computer, some on network shares, some are using our LMS for shared storage and some are now using Google drive.  I have some concerns that as people leave the college, those left behind won't know where their important files are. Do other schools have any policy or procedure about where people store college business files for their own or for shared use?  When people leave the college, what is IT's role in securing their files for their department and how far do you go in a search for files?

Suzanne Gaynor
Director, Technology Resource Center
Hartwick College
607-431-4670

Comments

I'm interested in hearing feedback on this issue as well, but particularly as it relates to Google Drive. We just switched to GAFE last spring, and we encourage people to store/share files via Google Drive. But we don't have a good process nailed down yet for how to handle files when someone leaves. And we have a specific situation, in that alums can keep their accounts indefinitely. So when a person leaves the college, but they are also an alum, their account stays and we still have to work with them to gain ownership of any files they created for work purposes.

I'm hoping others have some insight into what works well in this situation.



Message from jack@mail.rockefeller.edu

We have our own internal EMC based storage that access is broken down by group that they are part off.  They can only access their own groups data.  There is a sub folder in each parent folder for each group that allows them to share across cross.   Access from off campus requires VPN.

 

Connect to it is as simple as mapping a network drive to their computer.  Those on the domain, have a domain script that runs and maps them to their own group’s share.

 

The EMC storage is backed up and replicated across our 2 data centers.

 

We also offer an alternate solution via a NAS share.  Replication is optional and is a cheaper alternative for those groups that store huge number of files.  Some of our experiences that be a few hundred MB’s to GB’s in size.  We have groups that have their own 4-5 TB shares.

 

-jack

 

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of Scott Crevier
Sent: Monday, November 18, 2013 12:31 PM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] Official file storage

 

I'm interested in hearing feedback on this issue as well, but particularly as it relates to Google Drive. We just switched to GAFE last spring, and we encourage people to store/share files via Google Drive. But we don't have a good process nailed down yet for how to handle files when someone leaves. And we have a specific situation, in that alums can keep their accounts indefinitely. So when a person leaves the college, but they are also an alum, their account stays and we still have to work with them to gain ownership of any files they created for work purposes.

 

I'm hoping others have some insight into what works well in this situation.

 

 

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