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What Storage Solution should I use? Google, OneDrive, or Box?

What Storage Solution should I use? Google, OneDrive, or Box?

If you are conducting research with large data sets or particular requirements, please contact the DoIT Research Computing team to discuss the best options based on your needs. DoIT has custom cloud storage solutions for large data sets or archives such as AWS, Azure, Glacier, and more.

Comparison of Box, Google Drive, and OneDrive

 

Google Drive

OneDrive

Box

Best Use Case

Daily collaboration, department files, and student projects.

Secure collaboration with external partners or Level 2 data.

Individual MS Office files or HIPAA-protected data.

Collaboration

Excellent; real-time co-editing is best-in-class.

Good; focuses on secure permissions/external access.

Good; best for desktop MS Office app co-authoring.

Approved Data Classification Types

Level 1 & 2 (includes FERPA and PII)

Level 1 & 2 (includes FERPA and PII)

Level 1, 2, & 3 (HIPAA*)

Primary Tool

Google Docs, Sheets, Slides, Forms

tMS Word, Excel, PowerPoint

MS Word, Excel, PowerPoint, PDF, etc.
Secure File Sharing / Box Edi

Storage Limits

5GB default for students, 25GB default for faculty/staff.
Departments can request additional space, deployed in a Shared Drive.

5GB default for students, 25GB default for faculty/staff. See more here.

5GB default for students, 25GB default for faculty/staff. See more here.

Shared Storage Options

Google Shared Drives
1GB default when created by students.
10GB default when created by faculty/staff.
Can be increased to 25GB upon request; departments can purchase additional space if needed.

Team Sites
1GB default when created by students.
10GB default when created by faculty/staff.
Can be increased to 25GB upon request; departments can purchase additional space if needed.

Shared Box Folders (created by DoIT)

25GB (by request for departments or campus organizations only)

To request a shared folder, submit a ticket at help.umbc.edu.

Who has access?

Faculty, Staff, Students, Account Holders, Alumni

Faculty, Staff, Students

Faculty, Staff, Students

Mobile Apps

Yes

Yes

Yes

Sharing Options

Yes

Yes

Yes

Desktop Sync App

Supported

Supported

Supported

File Revision History

Yes

Yes

Yes

Shared Email Link Expiration

No

Yes

Yes

*Note: Use of OneDrive for HIPAA (Level 3) data requires prior consultation with UMBC DoIT to ensure compliance. 

 

Common Scenarios

1. I want to work on a team project or department files.

  • Selection: Google Shared Drive (within Google Drive)

  • Why: Since UMBC is a Google campus, this is the most integrated tool. Use "Shared Drives" (not just sharing a folder from "My Drive") so the department owns the files, not an individual.

2. I am working on a paper using Microsoft Word or Excel.

  • Selection: OneDrive or Teams

  • Why: OneDrive or Teams provides the most seamless experience for the desktop versions of Microsoft Office. OneDrive is personal storage, while Teams provide storage owned by the department.

3. I am handling sensitive data (like SSNs or certain student records).

  • Selection: Google, Box or OneDrive

  • Why: Google, Box, and OneDrive are all approved up to Level 2, which includes FERPA and Personably Identifiable Information (PII). OneDrive/Teams are approved for HIPAA data, but requires prior consultation with DoIT Cybersecurity to ensure compliance. Read more about data security at UMBC.

4. I have massive datasets (Terabytes) for a research grant.

  • Selection: Research Data Storage (RRStor)

  • Why: Cloud providers like Google and Box have daily upload limits and total storage quotas that make "Big Data" difficult. RRStor is managed by the UMBC High Performance Computing Facility (HPCF) for this exact purpose. Contact the DoIT Research Computing team to discuss best options. 

5. I am a student working on a class assignment.

  • Selection: Google Drive

  • Why: It is the default for UMBC Gmail and provides the easiest way to submit work via Blackboard or share with classmates for peer review or collaboration on group projects.

Backup Storage Solutions

These services are not appropriate for backup or long-term archival. DoIT has backup services for scheduled backup services, with a defined retention policy and long-term archival storage at a reasonable cost. Backup services will generally do the following things. Contact DoIT for more information at help.umbc.edu.

  • Provide scheduled backups.

  • Retain backups according to a defined retention policy.

  • Index files for restores.

  • Store backup copies in two locations.

  • Provide data security through access controls and encrypted communications. 

 

Need help selecting a tool? Contact the UMBC DoIT Technology Support Center via help.umbc.edu.