File Sharing and Storage
Brandeis has multiple ways to store and share files and data - cloud storage (Google Drive and Box) and the file sharing service.
Cloud Storage
Brandeis has two options for cloud storage: Google Drive and Box. Google Drive and Box are available to Brandeis community members with a Brandeis username and password. These applications allow users to view and edit documents online with other users.
Many features of Google Drive and Box are similar; we recommend using the application that's best for your team and best for the type of information being stored. Box is strongly recommended for storing and sharing private, confidential, or personally identifiable information (including FERPA data). Google Drive's tools (Docs, Sheets, Slides) excels at collaborative editing (simultaneous editing by multiple users).
Both applications use folder structures and allow users to set permissions to limit access to certain individuals or to display to everyone (within Brandeis and externally). Google Drive and Box allow comments and feedback, and they have tools available to sync to your Drive or Box account to work offline on Windows, Macs, or mobile devices.
You can learn more about Google Drive and Box through the informational pages and tutorials on our website.
Comparing Google Drive and Box
| Feature | Google Drive and Google Apps | Box |
|---|---|---|
| Ability to Set and/or Limit Permissions | Yes | Yes |
| Use for public or private data access* | Public/Private | Private |
| Real-time editing and collaboration features | Yes | Box Notes only |
| Extensive document preview format | No | Yes |
| Accessibility features | Limited - many features do not work well with standard assistive technologies use by people with disabilities | Excellent - HTML preview and dedicated accessible interface |
| Desktop sync features | Good | Strong |
| Desktop integration for offline work | Desktop sync only | Box Drive and Box Tools permit editing of stored docs in native apps without download |
| Ability to assign tasks | Yes | Yes |
| Ability to comment on files | Yes - depending on permissions | Yes - depending on permissions |
| Assigning ownership of files/folders | Creator of file/folder - can be reassigned | Creator of file/folder - can be reassigned |
*If you are unsure about sharing sensitive data, please consult ITS Security (security@brandeis.edu).
File Sharing Service
The file sharing service (files.brandeis.edu) offers centralized storage via dedicated storage platforms with built-in resilience, snapshots and replication. Departmental file shares offer a secure, centralized location to store departmental files. These files can be accessed via traditional on campus or VPN connectivity.
File share data can be recovered immediately from local snapshots for up to 30 days, and can be recovered by ITS for up to 60 days from offsite replicas.