Start Here: File Storage and Collaboration Options at USC Dornsife

Overview
Comparing individual storage options
Comparing collaboration options
Handling sensitive data
File access and departing USC

Overview

Last updated: 12/2024

This guide has been updated with more detailed information and with tables comparing the options for individual as well as collaborative file storage.

In this guide, we review your options for file storage and collaboration at USC Dornsife, and provide links to relevant how-to guides. Our top recommendations are:

Microsoft OneDrive for storing your own files and for computer backups
Microsoft SharePoint for storing departmental files or project files for easy sharing and collaboration

We also compare Microsoft with Google Drive and Dornsife network drives. All three of these are cloud storage options, meaning that files you save to these options are securely stored and backed up, and are recoverable even if your device becomes lost, stolen, or damaged.

Requesting a consultation

Have specialized research storage requirements, or need more storage than is offered through the options listed below? If you have any questions or would like assistance in selecting the right storage option for your needs, you can email us at ts@dornsife.usc.edu for a consultation.

Comparing individual storage options

When storing your own files or backing up your computer, we always recommend Microsoft OneDrive over other options. However, all of the following options are approved for use at USC Dornsife, with key differences noted in the table below:

Microsoft OneDrive (recommended) Google Drive Dornsife network drive (U:) Who is eligible USC faculty, staff, students, and affiliates USC faculty, staff, and students USC Dornsife faculty and staff (requires a Dornsife Account) Storage limit USC faculty, staff, and students: 250 GB
Affiliates and shared org accounts: 100 GB 100 GB Limited (Several hundred MB) Approved storage types Public, internal, and confidential data, including FERPA- and HIPAA-protected data Public and internal data Public and internal data Version control possible? Yes Yes No, but possible to request that an older file be restored from up to one month ago Can I use it to back up my computer files? Yes Yes No Can I share files with others? Yes, both USC and non-USC individuals Yes, both USC and non-USC individuals Not from your U: drive, but you can move files to your departmental G: drive to share with department members How do I get started using it? Using Microsoft OneDrive
Backing up your computer to Microsoft OneDrive Using Google and Google shared Drives
Backing up your computer to Google Drive for desktop Using Dornsife network drives
Connecting to Dornsife network drives

Comparing collaboration options

While individual storage options typically provide sharing features, if you are working on departmental or group / team files, your best course is to use an option optimized for collaboration.

You may want to consider Microsoft SharePoint (our recommendation) or one of the other options below if you need to:

Upload and distribute files that are too large to attach via email
Collaborate on documents and ensure all team members are working from the same up-to-date versions
- Examples include departmental SOPs, shared spreadsheets, research paper drafts, conference presentations, and calendars with project deliverable deadlines
Ensure that files are still accessible and editable if the file's creator later leaves USC

Microsoft SharePoint (recommended) Google shared Drives Dornsife network drive (G:) Who is eligible Available by request to USC faculty, staff, students, and affiliates Available by request to USC faculty, staff, and students
Must provide justification for why a SharePoint site will not be sufficient Available to USC Dornsife faculty and staff
Must have a Dornsife Account and must receive approval to access the departmental drive Who you can share files with USC and non-USC individuals USC and non-USC individuals USC Dornsife faculty and staff (and in some circumstances USC Dornsife student workers and graduate students) who have access to the departmental drive Storage limit 250 GB per site, with requests for higher storage limits considered on a case by case basis 100 GB Limited (Several GB) Approved storage types Public, internal, and confidential data, including FERPA- and HIPAA-protected data Public and internal data Public and internal data Possible for multiple users to edit document simultaneously? Yes Yes No Version control possible? Yes Yes No, but possible to request that an older file be restored from up to one month ago Possible to restrict access to subfolders? Yes, with limitations No Yes, possible to request a new shared folder with access given only to specified users How do I get started using it? Setting up a Microsoft SharePoint document library Using Google and Google shared Drives
Using Dornsife network drives
Connecting to Dornsife network drives

Handling sensitive data

FERPA-regulated data

Only Microsoft (OneDrive as well as SharePoint) is approved by USC for the storage of FERPA-regulated data. For up-to-date information, refer to:

Storage at USC (ITS)
F.E.R.P.A. website (Office of Academic Records and Registrar)

Other sensitive data

USC classifies data into three categories: public, internal, and confidential. For more information:

Data Classification Standard (Click Institutional Cybersecurity Standards and select Data Classification Standard)

Refer to the following policies for a more complete understanding of working with sensitive data at USC:

File access and departing USC

What happens to my files after I depart USC?

Your access to file storage at USC is linked with your USC NetID account. When you leave USC employment, your account is automatically disabled by ITS as part of standard operating procedure. This means that you lose access entirely, including to Microsoft OneDrive, Microsoft SharePoint, Google Drive, Google shared Drives, and all Dornsife network drives.

If you shared files with others, here's how file access is affected:

Microsoft OneDrive: Files you shared with others remain accessible to them for up to one year
Microsoft SharePoint: Files you created in SharePoint will always be accessible to other members of the SharePoint site
Google Drive: Files you shared with others become inaccessible
Google shared Drive: Files you created in the shared Drive will always be accessible to other members of the shared Drive
Dornsife network drives: Files you created in the departmental G: drive will always be accessible to other departmental members

What if I am transferring or changing my role within USC?

Transferring departments within USC Dornsife

Microsoft OneDrive: You retain access to your files, and your shared files remain accessible to others
Microsoft SharePoint: Files remain accessible to other members of the SharePoint site
Google Drive: You retain access to your files, and your shared files remain accessible to others
Google shared Drives: Files remain accessible to other members of the shared Drive
Dornsife network drive (U:): You retain access
Dornsife network drive (G:): Files remain accessible to other members of the department drive, but your G: drive access switches from your old department to your new department

Transferring out of USC Dornsife to another USC school or unit

Microsoft OneDrive: You retain access to your files, and your shared files remain accessible to others
Microsoft SharePoint: Files remain accessible to other members of the SharePoint site
Google Drive: You retain access to your files, and your shared files remain accessible to others
Google shared Drives: Files remain accessible to other members of the shared Drive
Dornsife network drive (U:): Your Dornsife Account is automatically deactivated, and you lose access
Dornsife network drive (G:): Files remain accessible to other members of the department drive, but you lose access

Transitioning from faculty to emeriti faculty status at USC

Microsoft OneDrive: You retain access to your files, and your shared files remain accessible to others; however, your storage limit decreases from 250 GB to 100 GB when you become an affiliate (iVIP)
Microsoft SharePoint: Files remain accessible to other members of the SharePoint site
Google Drive: You lose access, as Google accounts are not available to affiliates (iVIPs)
Google shared Drives: Files remain accessible to other members of the shared Drive
Dornsife network drive (U:): Your Dornsife Account is automatically deactivated, and you lose access
Dornsife network drive (G:): Files remain accessible to other members of the department drive, but you lose access

As an emeriti faculty member, you can request reactivation of your Dornsife Account (and thus regain access to the Dornsife network drives) by emailing ts@dornsife.usc.edu.