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. SON business does not include research collaborations.
Note: the R drive is expecteed Jan 2023.
Best uses (file sharing)
Organized by tool
Box: working documents and sensitive documents
Working documents that are being edited by teams
Sensitive data – like course evals, personnel action dossiers
R drive: 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: point-in-time information
Files do not need to be archived or referred back to
Google Drive (http://g.ucla.edu ): research
Not for SON business
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
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 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
Can have public and group-specific access
Meeting agendas and materials: Outlook event
Attached files to Outlook event; update files are needed
Working documents: Box
Shared by individual
Sensitive documents: Box
Archival documents can also be on R drive
One-off documents: Email
Not intended for long-term storing