Success with Collaboration Software Brad Sharp Brad Sharpunco

Success with Collaboration Software Brad Sharp Brad. Sharp@unco. edu

Data Collaboration at UNC Departmental Shared Drives on Windows File Servers Microsoft Share. Point Foundation 2010 Blackboard. Xythos Digital Locker

Departmental Share Drives Largest Data Collaboration Repository • Currently have 3. 7 TB in Use No Formal Institutional Data Retention Policy Has been here since the beginning of time. Difficult to manage cross departmental collaboration

Blackboard-Xythos Digital Locker Branded “Bear. Drive” Provided Students Online Storage • Replaced Student Temporary Drive in Labs and Classrooms • Reduce Cheating • Eliminate risqué Content Implemented in Fall of 2008 Provide a Mechanism for collaboration amongst Students and Faculty

Bear. Drive

Bear. Drive Users 8, 848 Active Users as of March 2011 Active Users 9000 8000 7000 6000 5000 Active Users 4000 3000 2000 1000 9876210 175960482693 435 87643219 482 876 433 9900 4 0

Bear. Drive Space Used Faculty Staff – 144. 5 GB Students – 245. 5 GB 250. 00 200. 00 150. 00 Space Used (GB) /employees 100. 00 50. 00 34 909 44 8762109 0 157926936048 543 78219643 482 876 0. 00 Space Used (GB) /students

Benefits of Bear. Drive Accessible by Web Browser – “ 1 GB Flash Drive in the Sky” Users Individually Manage Share Permissions • Folder and File Level Permissions Connects to LMS via Blackboard File Bridge Building Block Allows Users to Share Files with External Users More Securely Allows Users to Share Files Too Large for Email File Versioning Single Instance Storage Alerts Xythos Drive for Faculty and Staff • Maps Folder to Drive Letter via Web. DAV • Outlook Intellittach

Bear. Drive Concerns Price End User Training File Restores Modifying files without Web. DAV or Web. Folder View

Microsoft Share. Point Services Implemented Windows Share. Point Services in 2005 Began Campus Deployment in 2008 Currently have 59 Share. Point Sites Across Campus 150 GB of Space

Share. Point Benefits Departmental Collaboration with Team Sites • Calendars • Shared Documents • Links • Discussions Interdepartmental Collaboration • Hiring Committees • Data Repositories • Change Management Site Administrators Mange Site Permissions Cross Platform Collaboration Alerts and Notifications Software is Free!

Share. Point Concerns Departmental Adoption Site Administrator Training • Difficult to Manage Sites End User Training Editing Files Access Databases

And then there was… Share. Point 2010 Foundation • Implemented in January 2011 • Migrated 4 Internal Sites • Office 2010 Web Components

Moving Forward The Forecast Calls for Sunshine.

…with a Small Chance of Clouds • Students Have Sky. Drive Access with their @Live Accounts • Have not marketed to students • Does not integrate with our LMS as easy as Xythos • More limited on our support options • Concerns about data security

Collaboration Next Steps • File Storage and Document Collaboration Project • Upgrade existing Bear. Drive and Share. Point Sites • Promote Bear. Drive and Share. Point Collaboration • Move users away from File Server Shares • Improve Training • Create a Consistent Message on File Collaboration Software • Investigating Upgrading to Share. Point Enterprise • Improved Searching and Sorting • Dashboards • Access Services

Links Blackboard-Xythos Digital Locker Suite http: //www. blackboard. com/Platforms/Learn/Products/Blackboard. Learn/Blackboard-Xythos/Digital-Locker-Suite. aspx Xythos Drive http: //www. xythos. com/products/xythos_drive. html About UNC Bear. Drive http: //www. unco. edu/beardrive/ Share. Point Foundation 2010 http: //sharepoint. microsoft. com/en-us/product/Related. Technologies/Pages/Share. Point-Foundation. aspx Share. Point Comparisons http: //sharepoint. microsoft. com/en-us/buy/Pages/Editions-Comparison. aspx

Questions? Brad Sharp, Manager of Technology Operations Department of Information Management & Technology Brad. Sharp@unco. edu