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Status: 2024-06-13 updated; 2022-12-15 , drafted by Paul Macey.

There are many ways to share files. The following “Best Practices” (by purpose) or “Best Uses” (by tool) are intended to simplify how we share files for SON business, including administration and faculty service. SON business does not include research collaborations.

Note: the R drive is an “R drive” was expected Jan 2023, but then Departmental Box became available.

Best Uses (file sharing)

Organized by tool

Personal Box: working documents and sensitive documents

  • Working documents that are being edited by teams

  • Sensitive data – like course evals, personnel action dossiers

  • Folders owned by individual, not SON; not for long-term storage

  • (research) Patient data falling under HIPAA

R drive

Department Box: archival

  • Documents that will not be edited; ballots, approved minutes

  • Final meeting agendas and materials

  • Owned by SON, not individual

Outlook

events

meeting: agendas and meeting materials

  • Working documents for people to see just for that event, like agenda and meeting materials

  • Can be updated by

event

  • meeting organizer

Email: point-in-time information

  • Files that do not need to be archived or referred back to

Google Drive (http://g.ucla.edu ): research

  • Limited space as of 2024

  • Not for SON business

  • Research collaborations that do not need HIPAA security

  • Includes Google Docs - Documents can be edited by several people in real-time

  • Can also be useful for non-shared (personal) files

One Drive: similar to Google Drive

  • For collaboration Google Drive is simpler

  • May be better suited to non-shared (personal) files

Confluence: not used for file sharing. Best for how-to guides, storing discussions and rationales, faculty handbook.

  • Best to refer to files via links to Box

or R drive paths

  • Maybe include single example documents

Best Practices (file sharing)

Organized by purpose

Archive (unchanging):

R drive

Department Box

  • Can have public and group-specific access

  • Group membership controlled by IT

Meeting agendas and materials: Outlook

event

meeting

  • Attach files to Outlook

event

  • meeting

Example

    • Note: update agenda in

event

    • meeting, instead of emailing revisions

Working documents: Box

  • Shared by individual

Sensitive documents: Personal Box

  • Archival documents can also be on

R drive

  • Department Box

One-off documents: Email

  • Not intended for long-term storing

Real-time team editing: Google Drive (Docs or Sheets)