Body
Collaboration tools and service options
Texas State has a variety of online tools and services fit for collaboration, file storage, and group work. Knowing key features about each will help you make an informed decision on which service to use for your collaborative needs.
IMPORTANT NOTE:
Canvas (academic and project courses) have 2 GB storage limits on documents and files. Also, Canvas categorizes media files (e.g., videos) into a different category with even less space. Therefore, all media files should be stored in YuJa, which is integrated with Canvas for easy display.
|
Canvas Project Courses
A Canvas Project Course is a course in Canvas that does not have an academic roster attached. These can exist to facilitate collaboration, research, pre-build course content, get organized, or conduct department collaboration work. Learn more about Canvas. Also see upcoming Canvas training from ITAC and additional Canvas training opportunities.
Teams
Teams includes one-on-one and group chats, voice and video calls, file sharing and collaboration. Invite everyone you work with to chat, meet, call, and collaborate all in one place. Upwards of 25 terabytes (TB) of storage space is available with an TXST organizational cap. Learn more about Teams. Also see upcoming Teams training from ITAC, and LinkedIn Learning on-demand training.
OneDrive
Everyone at Texas State has 5 TB of space with OneDrive, which you can use to store and share files across any device. Use it to also collaborate virtually on Microsoft files, such as Word and PowerPoint. Learn more about OneDrive. Also see LinkedIn Learning on-demand training.
WP Personal Website
WP Personal Websites allows you to create a simple website or blog for yourself, a class, your club, or your research. Choose from nearly 100 accessible-ready themes to quickly and easily create your site or blog. Learn more about WP Personal Websites.
YuJa
YuJa is the university's online video content management system. It allows you to upload, manage, and share video and audio via Canvas and on websites. Learn more about YuJa.
UDrive
UDrive is a network storage space that provides 5 GB of online storage. With WebFiles, access your UDrive files from any web browser. Learn more about UDrive.
Department Share Drive
Each department is allotted 500 GB of space on the S drive, which by default all employees in the department can access. Use WebFiles to access S drive files online. Learn more about Department Share Drives.
Quick View Comparison Table
The below table compares key features to help you understand their similarities, differences, and how confidential and sensitive data should be handled.
| Comparison |
Canvas
Project Course
|
Teams |
OneDrive |
Department
Share Drive
|
UDrive |
YuJa |
WP Personal
Website
|
| Purpose |
Collaborate with TXST
and guests using
various tools
|
Collaborate with TXST
and guests using
various tools
|
Collaborate with TXST
and guests from
individual folders
|
Store and share files
from department folders
|
Store and share files
from individual folder
|
Upload and stream
audio and video files
|
Share personal
website or blog
|
|
Max
storage space
|
2 GB
(not intended for
media files; see YuJa)
|
25 TB
(equals 25,000 GB)
|
5 TB
(equals 5,000 GB)
|
500 GB |
5 GB |
4.8 TB
(equals 4,800 GB)
|
No established limit |
|
Sharing
options
|
TXST and guests
who are given access
|
TXST and guests
who are given access
|
TXST and guests
who are given access
|
TXST colleagues
who work in the
same department
|
Not intended to
share with others
|
TXST and guests
who are given access
|
Public
access
|
|
Mobile app
or access
|
Teacher and
Student apps
|
Teams app |
OneDrive app |
TXST WebFiles |
TXST WebFiles |
Web browser or
embedded into Canvas
or a website
|
Shared web
address
|
| Available to |
Faculty, Staff,
Students, and
shared to guests
|
Faculty, Staff,
Students, and
shared to guests
|
Faculty, Staff,
Students, and
shared to guests
|
Faculty,
Staff, and
Student Employees
|
Faculty,
Staff, and
Students
|
Faculty,
Staff and
Students
|
Faculty,
Staff, and
Students
|
|
Data Classification
types allowed
(see definitions below)
|
Public, Sensitive,
and Confidential
(*see exceptions below)
|
Public, Sensitive,
and Confidential
(*see exceptions below)
|
Public, Sensitive,
and Confidential
(*see exceptions below)
|
Public, Sensitive,
and Confidential
(*see exceptions below)
|
Public, Sensitive,
and Confidential
(*see exceptions below)
|
Public |
Public |
|
IMPORTANT: If you have access to view confidential or sensitive information from an existing system of record (e.g., Bobcat Online Scholarship System or BOSS, Jobs4Cats, Banner Admin or CatsWeb), do not store confidential or sensitive data in one of the above online storage locations. The fewer locations where confidential and sensitive data exists outside the systems of record that holds this data, the better we can protect the data.
Also, do not store these types of confidential information in any of the above locations: Social security numbers, credit card information, personal health information, student records, crime victim information, library transactions, court sealed records, and access control credentials.
|
Data Classifications Defined
Confidential
Data Sensitivity:
High
|
Protection of data is required by law (e.g., TPIA, FERPA, and HIPAA data) or contractual agreements. Confidential information presents the most serious risk of harm if improperly disclosed.
Examples: social security numbers, credit card info, personal health records, student records, crime victim info, court sealed records, access control credentials
|
Sensitive
Data Sensitivity:
Moderate
|
Data that is releasable in a controlled and lawful manner under the Texas Public Information Act. Sometimes considered public, some assurance is required so release of information is both controlled and lawful. Unauthorized disclosure of sensitive information could adversely impact the university, individuals, or affiliates.
Examples: performance appraisals, employee birth dates, student email addresses, donor information, voicemail, contents of email, unpublished research
|
Public
Data Sensitivity:
Low
|
Information shared broadly, without restriction, and at the complete discretion of the owner. From the perspective of confidentiality, public information may be disclosed or published by any person at any time.
Examples: job postings, service offerings, published research, directory information, degree programs, general information about university products and services
|
Learn more about Data Classification best practices.