Cloud Storage
Brandeis has two options for cloud storage: Google Drive and Box. Google Drive and Box are available to Brandeis community members with a Brandeis username and password. These applications allow users to view and edit documents online with other users.
Many features of Google Drive and Box are similar; we recommend using the application that's best for your team and best for the type of information being stored. Box is strongly recommended for storing and sharing private, confidential, or personally identifiable information (including FERPA data). Google Drive's tools (Docs, Sheets, Slides) excels at collaborative editing (simultaneous editing by multiple users).
Both applications use folder structures and allow users to set permissions to limit access to certain individuals or to display to everyone (within Brandeis and externally). Google Drive and Box allow comments and feedback, and they have tools available to sync to your Drive or Box account to work offline on Windows, Macs, or mobile devices.
You can learn more about Google Drive and Box through our informational pages and tutorials on their websites.
Storing Files in Google Drive and Box
Google Drive and Google Workspace Applications
You can create files in Google Drive or upload files to Google Drive from your computer or device. Google Drive has Docs, Sheets, Slides, and Forms among other applications. You can share these documents with other collaborators and edit together in real time. Visit Google Workspace Learning Center for tips and answers to common questions about using Google Workspace applications.
You can set permissions for files and folders in Google Drive by
- Viewer (only has access to view a file - cannot make changes to a file)
- Commenter (can view and make comments on a file)
- Editor (can view, comment, and make changes to a file)
Box
You can create files in Box using Microsoft Office applications (such as Word or Excel) or Google applications (such as Docs or Sheets). You can also upload files from your device into Box for storage. Box offers a desktop sync tool called Box Drive that allows users to create, edit, and save files offline in Box folders.
You can set permissions for folders in Box by:
- Co-owner (all the same security as the original file owner)
- Editor (can view, download, comment, and make changes to files; cannot set security permissions)
- Viewer uploader (can download, view, and make comments to a file or folder)
- Previewer uploader (can view a preview of a file and add comments - cannot download)
- Viewer (can download file and add comments)
- Previewer (can view the preview of a file and add comments)
- Uploader (can upload files to a folder and create subfolders - cannot view previews or files)
Cloud Storage Limits
Google storage limits includes Gmail, Photos, and Google Drive. You can review how much storage you have available by following these instructions.
To review your available Box storage, follow these instructions.
Comparing Google Drive and Box
| Feature | Google Drive and Google Apps | Box |
|---|---|---|
| Storage Limit | Unlimited | Unlimited |
| Ability to Set and/or Limit Permissions | Yes | Yes |
| Use for public or private data access* | Public/Private | Private |
| Real-time editing and collaboration features | Yes | Box Notes only |
| Extensive document preview format | No | Yes |
| Accessibility features | Limited - many features do not work well with standard assistive technologies use by people with disabilities | Excellent - HTML preview and dedicated accessible interface |
| Desktop sync features | Good | Strong |
| Desktop integration for offline work | Desktop sync only | Box Drive and Box Tools permit editing of stored docs in native apps without download |
| Ability to assign tasks | Yes | Yes |
| Ability to comment on files | Yes - depending on permissions | Yes - depending on permissions |
| Assigning ownership of files/folders | Creator of file/folder - can be reassigned | Creator of file/folder - can be reassigned |
*If you are unsure about sharing sensitive data, please consult ITS Security (security@brandeis.edu).