There are many different options available to you as a researcher. The type of data you are storing and how you plan to use the data are important in finding the best solution for you. Please work with your local IT representative to determine the best option for you and your group.
Google Drive
Google Drive meets all University standards for security and privacy including HIPAA and FERPA.
Accessing Google Drive
Google Drive can be accessed anywhere with internet access. Files can also by synced locally to your PC using File Sync, which allows for access without Internet. There is also a Google Drive app for mobile devices.
Rates
All faculty, staff, and students with a valid Net-ID have an unlimited quota of storage at no charge.
Getting Started
All faculty, staff, and students have access to Google Drive by logging into drive.google.com with their ISU credentials. We strongly encourage research groups to setup a new Shared Drive for each research project and share it out with the appropriate parties. Also, feel free to contact your local IT representative to assist.
Using Google Drive
Google Drive has a neat feature that splits out personal storage (My Drive) and shared storage (Shared Drives).
Some key differences between My Drive and shared drives are:
| My Drive | Shared drives | |
|---|---|---|
| Who can add files? | The person who owns My Drive. | Any member with Contributor access or higher. |
| What types of files can I add? | All file types. | All file types (except Google Maps and Data Studio reports). |
| Who owns files and folders? | The individual who created the file or folder. | The team. |
| Can I move files and folders? | Yes, you can move files and folders around in My Drive. | If you have Contributor access or higher, you can move files from My Drive to a shared drive.If you have Content manager access or higher, you can move files and folders within a shared drive.If you have Manager access, you can move files out of a shared drive or between shared drives.If you want to move folders from My Drive to a shared drive, contact your G Suite administrator.For details on adding files to a shared drive, see Get started with shared drives. |
| Can I sync files to my computer? | Yes, using Drive File Stream or Backup and Sync. | It depends on which sync solution you use: Drive File Stream: Yes Backup and Sync: No |
| How does sharing work? | Different users might see different files in a folder, depending on their access to individual files. | All members of the shared drive see all files. |
| How long do files I delete stay in Trash? | Files or folders in Trash remain there until the user selects Delete Forever. | Each shared drive has its own Trash.Members with Content manager access and above can move files to Trash.Files and folders in Trash are deleted forever after 30 days.Members with Manager access can permanently delete files before 30 days. |
| Can I restore files? | Yes, if you’re an owner of the file. | Yes, if you have at least Contributor access. |
| Do files get deleted when I leave ISU? | Yes, once your account is deactivated, access is lost and data is purged shortly after. | No, the folder continues to exist for other members of the group. |
Leaving Iowa State
Your Google Drive account is disabled when your netid is disabled (usually a day or two). Back up any data you need from My Drive to an external hard drive or other storage before you leave Iowa State. Contact the Solution Center to recover data after your account is disabled. After six months, your account is deleted, and your data is unrecoverable. Shared Drives you created will exist for other members even after your account is disabled.
CyBox
CyBox is Iowa State’s implementation of Box.com Cloud storage. CyBox meets all University standards for security and privacy including HIPAA and FERPA.
Accessing CyBox
Box.com can be accessed anywhere with internet access. Files can also by synced locally to your PC using Box Drive, which allows for access without Internet. There is also a Box app for mobile devices.
Rates
All faculty, staff, and students with a valid Net-ID have an unlimited quota of Cloud-based file storage at no charge.
Getting Started
All faculty, staff, and students have access to CyBox through login.iastate.edu. However, to better assist with research, please contact your local IT representative to provision space for you group.
Leaving Iowa State
Your CyBox account is disabled when your netid is disabled (usually a day or two). Back up any data you need to an external hard drive, personal Box.com account, or other storage before you leave Iowa State. Contact the Solution Center to recover data after your account is disabled. After six months, your account is deleted, and your data is unrecoverable.
Your CyBox account can be converted to a Box.com account with a storage quota of 50 gigabytes. You can still access data over 50GB, but will not be able to add new data until you free up space or migrate to a paid Box.com account.
To convert your CyBox account before you leave:
- Log In to CyBox
- Click Settings (i.e., ‘gear’ in the top right corner)
- Click Account Settings
- Under ‘Login and Email Address’, select Add More Emails
- Enter a non-Iowa State e-mail address
Note: You must use an e-mail that does not already have a Box.com account - Click Save
Large Scale Storage (LSS)
Large Scale Storage (LSS) is a research file storage service for faculty and staff that can be accessed by a group for long-term data storage. For more information about LSS, visit the Large Scale Storage website.
Accessing LSS
LSS can be accessed from Windows, Apple, and Linux computers without having to install any additional software (off-campus access requires use of the Iowa State VPN). Follow the instructions for accessing LSS .
Rates
LSS storage starts at $40 per terabyte per year. Quota can be paid for by individual researchers or groups, upfront or monthly. Discuss with your college or department if interested in a subsidized investment.
To request LSS: Sign in to your Large Scale Storage Dashboard