Collaborate at ISU

Issue / Question
  • What's included in Collaborate?
  • Where can I find something in Collaborate?
  • What can be stored in Collaborate?
Environment
  • Platform
    • Google 
    • Box
  • Audience Affected
    • Students
    • Staff
    • Faculty
Cause

reasons for the issue or question if known

Resolution
Collaboration Tools Content Links 
Share 

Store, sync, and share files with ease. Keep all your work in one place, view different file formats without buying extra software, and access your files from any device. Use in conjunction with Google Docs, Sheets, Slides, and Sites to share and create on the go. 

Shared Drive is a shared space where teams can easily store, search, and access their files anywhere, from any device. Unlike files in My Drive, files in a Shared Drive belong to the group instead of an individual. Even if members leave, the files stay exactly where they are so your group can continue to share information and get work done.

(Note: When naming your Shared Drive, try to be as specific as possible, to avoid confusion and naming conflicts.)

Connect 

Work faster and collaborate better with Google's powerful email features. Search for messages, organize your inbox, and build relationships with integrated chat and video calls.

Organize, review, and merge your contacts. With Google Contacts, it’s easy to keep all your contact information in one place and reach several people at once.

Use integrated online calendars designed for teams. Keep track of important events, share your schedule, and create multiple calendars.

Engage with others on a secure social network. Create an online community where you can safely share team updates, new ideas, and common interests in real time.

Communicate with direct messages and group conversations. Ask quick questions, collaborate in group chats, create virtual rooms for team projects, and more. 

Hold video meetings with people inside or outside ISU. Join meetings on the go, virtual training classes around the world, remote interviews, and more.

Manage and participate in online discussions. Create mailing lists and forums, share files with team members using one address, and more. 

Create 

Collaborate on text documents at the same time, in your browser. Write reports, create joint project proposals, keep track of meeting notes, and more.

Collaborate on spreadsheets at the same time, in your browser. Handle task lists, create project plans, analyze data with charts and filters, and more..

Collaborate on presentations at the same time, in your browser. Create pitch decks, project presentations, training modules, and more. 

Create and analyze surveys in your mobile or web browser. Manage event registrations, create quizzes, analyze responses, and more.

Create and collaborate on websites. Build public sites, internal project hubs, and more, on your own with easy to use templates. 

Create, share, and work together on notes and lists. Make to-do lists, transcribe voice memos, take photos as reminders, and more.

Store 

You can find and open your files from Google Drive on your computer with Drive File Stream. You can save specific files and folders offline, including Shared Drives, view and organize your files in your computer’s file system without using storage space, open files on your computer, and back up and sync your files with your Mac or Windows computer.

You can access your Drive account on your mobile device. Your ISU Google Drive account has unlimited storage.

Access all your Box files directly from our desktop, taking up very little hard drive space. (Note: Contact the IT Service Desk if you plan to access, create or share HIPAA/PHI or Personally Identifiable Information (PII) data BEFORE installing and using Box Drive.)

(Note: Contact the IT Service Desk if you plan to access, create or share HIPAA/PHI or PII data BEFORE installing and using Box Mobile.)

Data Storage Guidelines
  • FERPA protected data can be stored in Google, but HIPAA protected data and PPI (Personally Identifiable Information) such as SSN and Driver's License #s, cannot.
  • HIPAA (i.e., Protected Health Information) and other personally identifiable information such as SSNs, driver's license numbers, and financial account numbers can be stored in Box. Contact the IT Service Desk who will assign someone to review your account and help set it up to store this type of data.
  • If you have export controlled data you wish to store and/or share, contact the ISU Export Control Officer at orexpctr@isu.edu to see if your specific data can be stored in Box.

For additional assistance, please contact Information Technology Services - Client Experience & Solutions Group at (208) 282-4357 or through chat

Details

Article ID: 54743
Created
Thu 5/31/18 12:09 PM
Modified
Tue 8/31/21 8:51 AM