An overview of the file storage options available at MHC and which kinds of data it is appropriate to store in each.
Overview
LITS supports several options for storing your files and data. Which is most appropriate depends on considerations such as file size, sharing and collaboration needs, and whether they contain sensitive or secure information. Review MHC's Data Classification Policy for more information. For large research data files, an additional consideration may be how fast the connection to the files needs to be for processing.
Current recommendations for routine file storage are outlined below. The Technology Help Desk is happy to answer questions and assist you in using any of these options.
If you have extremely large or more complex data storage needs, LITS would be happy to consult with you about additional options, such as purchase of a network-attached storage (NAS) device or special adjustments to the standard storage selections. Open a General support / get help ticket to get started.
On this page
MHCDrive
Advantage: Secure, private, fast, backed up with long-term restores possible in some cases, capable of large storage volume in special cases.
Disadvantage: Sharing files is more complicated than with Google, can’t share outside MHC, must use VPN to access off campus, no web browser access, no collaboration, no version control.
Appropriate for: Secure files including personally identifiable information (PII), or that require a large amount of storage or fast access, such as video or research data.
Not appropriate for: Files that need to be shared with users outside the MHC community, files or folders where the user prefers to be able to control their own sharing and permissions.
Google MyDrive/Sites
Advantage: User-controlled sharing, version control, unlimited storage (no quota), web browser access, real-time collaboration, backed up and accessible after deletion for 30 days, can be synced to local drive for offline access.
Disadvantage: Less secure than local options; access may be slower than local, which might hinder functions such as processing large amounts of research data; all folders and files can only have a single owner.
Appropriate for: Files that don’t contain personally identifiable information (PII), files that require collaboration, files that need to be shared outside MHC.
Not appropriate for: Files with tight security requirements or that contain PII, very large files that require high-speed processing access.
Google Shared Drive
Advantage: Controlled by a group of members rather than having a single owner, user-controlled sharing, version control, unlimited storage (no quota), web browser access, real-time collaboration, backed up and accessible after deletion for 30 days.
Disadvantage: Potentially less secure than local options, access may be slower than local, which might hinder functions such as processing large amounts of research data.
Appropriate for: Files that don't contain personally identifiable information (PII), files that require collaboration, need to be shared outside MHC, don't require large amounts of disk space, or are shared with a group on a long-term basis — especially if group members turn over regularly.
Not appropriate for: Files with high security requirements or that contain PII, very large files that require high-speed processing access.
Dropbox, Box, or other third party cloud storage products
Advantage: Not advised for MHC files.
Disadvantage: No negotiated contract for College use. Security and accessibility not assured, no campus support. The College will not reimburse costs to use these products.
Appropriate for: None.
Not appropriate for: MHC files, including research, PII data and other sensitive information.
External hard drives / desktop storage drives (RAID or USB)
Advantage: Not advised for MHC files, except in special cases, such as research storage in combination with backups.
Disadvantage: Often not backed up, may not be secure, cannot share, vulnerable to localized environmental problems.
Appropriate for: Research storage.
Not appropriate for: MHC files other than research storage.
Thumb drives / jump drives / flash drives
Advantage: Not advised for MHC files.
Disadvantage: Often not backed up, may not be secure, cannot share, vulnerable to localized environmental problems.
Appropriate for: None.
Not appropriate for: MHC files, including research, PII data and other sensitive information.