There are a number of different tools that Museum staff can use to share data with collaborators across the Museum, UF, and around the world. Let’s examine four options that will make it easy to share your files.

Allowable Data Types

Wait! What classification is my data anyway?

Before you share any data, be aware of your data’s classification. Dropbox and OneDrive can be used to share open and sensitive data, but only certain types of restricted data. If you’re storing restricted data on the Museum Shared Drive, check with OMT to be sure your data are adequately secured. If you’re not sure what classification your data fall into, be sure to review UF’s data classification guidelines here.

 

Windows File Explorer Icon

Museum Shared Drive

If the data you’re sharing only needs to be accessible to other members of the Museum, your best choice will be the Shared Drive, also known as the “N:” drive.

If you’re sharing with staff or faculty within your department, you can use any space in your department’s Shared folder.

If you’ll be sharing with other departments within the Museum or will be collaborating on a long-term project, submit a Help Desk request and we’ll work with you to setup a space for sharing information.

For data that need to be accessed by collaborators outside the Museum, UF provides two options: Dropbox and OneDrive. Please note that UF’s implementations of Dropbox and OneDrive are different from the consumer versions you may use at home. You should only use your UF email address with the versions of the services provided below.

UF Dropbox

UF Dropbox

 

UF Dropbox is available to all faculty and staff, but before you use it, you must click here to sign-up. Dropbox can hold up to 1TB of data and can be used to share files with anyone. For additional information and some great tutorials, check out the FAQ here.

 

 

OneDrive @ UF

OneDrive @ UF

OneDrive is similar to Dropbox, but integrates closely with Microsoft’s Office 365. OneDrive can be used for real-time collaboration, as well as sharing files up to 15GB in size. Every UF student, faculty, and staff is provided a OneDrive account, so there’s no additional sign-up necessary! You can log into OneDrive by clicking here.

 

Public Folderearth seen from space

If what you need to share does not need any restrictions and is meant for the public at-large, consider sharing it using the Public Folder! Data in this folder can be accessed at http://public.floridamuseum.ufl.edu by anyone with internet access. Access to this folder is granted by request only, so please submit a Help Desk request if you’d like to use this service.

 

If you’re not sure which option is right for you or have any questions, submit a Help Desk request and we’ll be happy to guide you to the perfect solution.