The campus currently has many options for where we store data, and limitations on how we can collaborate with each other using our current tools. As we move toward migrating portions of Collab to Dropbox over this summer and fall, we are having conversations with other departments and groups about how they use Collab, and drafting guidelines for what kinds of data should move to which storage option.
While it is necessarily complex to move the amount of information currently stored on Collab to the cloud, it also presents a number of opportunities to improve how information flows between departments and people. The first step in this process is for departments to familiarize themselves with the kinds of files they currently have on Collab, with whom they are shared, and which ones are no longer needed. To help with this, each department has identified a File Management Steward, who will lead the process of exploring the data. ITS is a partner in this process, providing extensive reports on file usage, sizes, ages, etc; providing training on what the various cloud options can provide and what kinds of files they are appropriate for; and provide training for the departments on how to use Dropbox and Google Drive.
The process and timeline are laid out in detail on the project website, including a checklist for the File Management Stewards to work from. The website also has information about training options, a checklist of things to do to prepare, and frequently asked questions.
If you have questions or concerns that are not addressed on the project website, please don’t hesitate to contact Austin Robinson-Coolidge (arobinso@carleton.edu, x5999) or Julie Anderson (janderso@carleton.edu, x6824).