Where should you store your work-related files? With so many storage platforms available, it can be confusing to decide which one to use.
The first step is to understand the classification of data. Before storing institutional data in the cloud, review OIT’s Data Classification and Storage Matrix to confirm you are using the correct platform based on the type and sensitivity of your data. This will help ensure that Rutgers University Libraries information is handled appropriately.
To understand how Rutgers defines categories like Critical, Restricted, Internal, and Public, read the Rutgers University Information Classification Policy.
Recommended Storage Options
Box: a secure cloud platform ideal for collaboration within and outside Rutgers.
- Shared folders available for departments
- Information Technology Services (ITS) can assist with setting up shared folders
- Individuals may use their personal Box account to store work-related files such as draft reports, notes, or personal task lists files for their own use
- Files are automatically backed up, preventing data loss
- Free for RUL employees
OneDrive (Rutgers Connect): Office 365 Groups is a good collaborative tool which offers inbox and OneDrive storage.
- Great for departmental collaboration
- Information Technology Services (ITS) can help create groups
- Individuals may use their personal OneDrive to store work-related files such as draft reports, notes, or personal task lists for their own use
- Files stored are automatically backed up, preventing data loss
- Free for RUL employees
Shared Network Drives: Accessible directly from your computer. Contact Information Technology Services (ITS) for large storage needs (RUL is charged for storage)
- H: Drive
- For personal use suitable for work-related files such as draft reports, notes, or personal task lists
- Files cannot be shared with other RUL employees
- Files are automatically backed up
- R: Drive
- For shared departmental or group use
- Access restricted to department/group members only
- Files cannot be shared with other RUL employees
- Files are automatically backed up
- T: Drive
- Shared with all RUL employees
- Can be viewed and updated by all RUL employees
- Do not save any sensitive/confidential information
- Files are automatically backed up, preventing data loss
Not Recommended
Google/Scarlet Apps: intended for student use. While OIT supports this option, we advise against storing business-related information since it is linked to individual accounts.
iCloud: no contractual agreement with Rutgers
Dropbox: no contractual agreement with Rutgers
Need Help?
If you need help with choosing the right storage platform, email: support@libraries.rutgers.edu.
