Storage
The University provides several options for storing and sharing files with colleagues and collaborators.
Georgetown Box (Cloud)
Georgetown Box is a file sharing and storage service that enables you to securely store your documents “in the cloud” and to access those documents anywhere you can connect to the Internet. You can also share your documents with any of your classmates or colleagues. Box cloud storage is acceptable for use for certain types of FERPA, PII, HIPAA/PHI and Financial data (Data protected by PCI is not generally allowed).
In addition to accessing the Box files through its website, Box offers offline capabilities for Windows and macOS computers using Box Drive software. The GU-Q issued Windows 11 computers already have the Box Drive app. Box also offers Box Drive app for iOS and Android devices.
Instructions on how to make Box content available offline on your computer can be found here.
Google Drive (Cloud)
Google Drive is a file sharing and storage service that enables you to securely store your documents “in the cloud” and to access those documents anywhere you can connect to the Internet. You can also share your documents with any of your classmates or colleagues.
In addition to accessing the Google Drive files through its website, Google offers offline capabilities for Windows and macOS computers using Google Drive software. The GU-Q issued Windows 11 computers already have the Google Drive app. Google also offers Google Drive app for iOS and Android devices.
Instructions on how to make Google Drive content available offline on your computer can be found here.
Microsoft OneDrive (Cloud)
Microsoft OneDrive is a cloud file storage service that is available to all active Georgetown students, faculty, and staff.
To start using OneDrive, just log in to your Office 365 account. To access OneDrive, just click on the grid icon on the upper left-hand corner of your screen and then select OneDrive (appears under “Apps”).
In addition to accessing the OneDrive files through its website, OneDrive offers offline capabilities for Windows and macOS computers using OneDrive software. The GU-Q issued Windows 11 computers already have the OneDrive app. Microsoft also offers OneDrive app for iOS and Android devices.
Enterprise File Sharing (EFS) Service
Enterprise File Sharing (EFS) services is network attached storage that is accessible through your GU-Q issued computer. The data resides within the GU-Q’s Humanitarium building data center.
Two types of storage drives are provided to employees, personal and departmental. The personal drive allows 10GB of storage for each employee and the departmental drives are provided to store files that can easily be accessed by the members of the department, to facilitate collaborative editing of departmental documents/data.
The mapping of the personal and departmental drives is carried out by the IT user support team. If you are accessing the drives when away from the campus, you will need to connect to the GU-Q VPN service.
The mapped drives can only be access through a GU-Q issued Windows and MacOS computers and not compatible for use with smartphones and tablets.
Document Storage Services Features Comparison
| Storage Service | FERPA, PII, HIPAA/PHI and PCI Compliance | iOS/Android App | Offline File Access Software | Storage Limit |
|---|---|---|---|---|
| Box | ✔ | ✔ | ✔ | To Be Determined |
| Google Drive | ✘ | ✔ | ✔ | To Be Determined |
| Microsoft OneDrive | ✘ | ✔ | ✔ | 1TB |
| EFS | ✔ | ✘ | ✘ Mapped Network Drives | 10GB Personal Departmental** |
**Please contact IT User Support
A comprehensive data classification chart can be viewed here.
Data Management Policies (UIS.401)
Some of my data is sensitive and some of it is not. How do I classify my data and know where to store it appropriately?
You must ensure that certain types of data are saved on the right type of storage system. Georgetown has policies that define different data types, and which storage system is acceptable to use with a given data type. Please review the official policies below:
- UIS.401.1 Data Classification Guidelines
- UIS.401.2 Data Destruction Guidelines
- UIS 401.3 Data Handling Guidelines
- Research Data Protection Guidelines
- Security Risk Classifications for Data
- Report a Data Security Incident
If still unsure about the type of data or the appropriate storage location, please contact the GU-Q IT User Support at guqhelpcenter@georgetown.edu.
Questions?
If you have any questions regarding any of the above data storage services then please contact the GU-Q IT User Support at guqhelpcenter@georgetown.edu.