There are many ways to share files. The following “best practices” or “Best uses” are intended to simplify how we share files for SON business, including adminsitration and faculty service.
Best uses (file sharing)
Box: working documents and sensitive documents
working documents that are being edited by teams
sensitive data – like course evals, personnel action dossiers
R drive (expected in jan 2023): archival
documents that will not be edited; ballots, approved minutes
final meeting agendas and materials
Outlook events: agendas and meeting materials
working documents for people to see just for that event, like agenda and meeting materials
Can be updated by event organizer
Email: one-off shares
Files do not need to be archived or referred back to
Google Drive (g.ucla.edu): research
Research collaborations that do not need HIPAA security
Includes Google Docs - Documents being edited by several people in real-time
Can also be useful for non-shared (personal) files
Confluence: best to link to Box, etc
Single example documents
One drive: similar to Google Drive
For collaboration Google Drive is simpler
May be better suited to non-shared (personal) files