File Storage Solutions
Storing documents in the cloud offers large capacity and easy accessibility to your data. Cloud Services are hosted off-campus, using non-university owned equipment that is operated by non-university employees, however they often provide increased functionality at a lower cost than traditional storage services. As with many new solutions, there are several options to consider when switching to cloud storage, and making sure your cloud storage solution is the correct choice for your security needs is very important.
If you are considering using OIT storage solutions for any research data, especially data subject to the University's Highly Confidential Data Standard or regulatory standard (IRB, HIPAA, CUI, export control, etc), please consult the Research data section below for guidance.
OIT-supported storage solutions include Microsoft OneDrive, UCB Files, and PetaLibrary (for research). Click through the data types below to see recommendations based on the types content you'll be storing.
Google Drive Storage Limitations
OIT no longer recommends using Google Drive for storage due to upcoming storage limitations announced recently by Google. While still an option for collaboration, communication and limited personal storage, long-term storage is not recommended in Google Drive or Google Shared Drive. Learn more about Google Storage Limitations and how to migrate data.
What storage solution should I choose?
User Data
Description
This includes data for an individual, and can include work documents as well as non-business related data such as a personal music library, personal photos, etc.
Recommended Tools
Please note: Google Drive and Google Shared Drives are not suitable for Confidential or Highly Confidential Data, and OIT largely discourages using Google for storage. Learn more about Confidential and Highly Confidential Data.
Department Data
Description
Data that is owned by your department and shared amongst the entire department or teams within the department.
Recommended Tools
Other Supported Tools
Research Data
Description
Research Data includes projects funded by research grants. The data sets tend to be large and generated in research labs and sometimes requires integration with supercomputers. Federally restricted research data, like ITAR and EAR, as well as data including human research data (IRB) and Controlled Unclassified Information (CUI), requires more secure storage procedures.
Before choosing a tool to store research data that falls into the Highly Confidential data standard, contact the Office of Information Security for assistance.
Recommended Tools
Recommended storage solutions by data requirements or features
The following tables show more specifically which storage solutions are appropriate for specific content or data requirements or storage solution features. The symbols represented are:
= Recommended
= Supported but not recommended (limited support, some risk)
= Not available or not supported
Content/Data requirements
| Content/ Requirement |
 OneDrive |
 Teams |
 SharePoint* |
 UCB Files |
 PetaLibrary |
 Google** |
|---|---|---|---|---|---|---|
| Departmental Shared Data | ||||||
| User data | ||||||
| Research data (less than a TB) | ||||||
| Research data (more than a TB) | ||||||
| Storage of Public Data | ||||||
| Storage of Confidential Data | ||||||
| Storage of Highly Confidential Data | ||||||
| Collaborative documents, spreadsheets, slides and forms | ||||||
| Large files (videos, graphics, etc.) |
Storage solution features
| Feature | OneDrive |
Teams |
SharePoint* |
UCB Files |
PetaLibrary |
Google** |
|---|---|---|---|---|---|---|
| Sharing within a single department | ||||||
| Sharing across multiple departments | ||||||
| Sharing externally | ||||||
| Simultaneous editing of files | ||||||
| Ability to store a file over 250 GB in size | ||||||
| Mobile Device Support | ||||||
| Accessible off campus without VPN | ||||||
| File Versioning | ||||||
| Snap-shot Backups | ||||||
| Supports Offline Versions (Local Sync of Data) | ||||||
| Ransomware Recovery via snapshot restores | ||||||
| High Upload and Download Speed for large data sets |
*Sharepoint note: SharePoint is a document and content management system which requires support from an IT Professional to be used effectively. OIT provides limited support to customers who decide to use SharePoint for document storage. Learn more about SharePoint Online.
**Google Workspace note: While still an option for collaboration, communication and limited personal storage, long-term storage is not recommended in Google Workspace. Learn more about Google Storage Limitations and how to migrate data.
Non-Supported Solutions
OIT does not support storage solutions like Dropbox and Slack and may not be able to assist in the event of an issue with the service, lost credentials, etc.
Large File Transfer
The Large File Transfer Service is available to all Boulder Campus Faculty, Staff, and Student Employees. Features include:
- Secure, confidential file delivery to any email address
- Receive automatic notification of file receipt and download
- Track all file deliveries
- Simple web interface
Host-based Intrusion Detection Software
Host-based Intrusion Detection Software is available to Server administrators needing to secure highly confidential data.
- Host-based intrusion detection software is required on all highly confidential data servers and recommended for all Internet facing servers.
- OIT provides two no-cost solutions: Tripwire for Windows, Linux and Unix servers. OSSEC for Macintosh.
