Backup & Storage

Backup & Storage

The Division of Information Technology offers a variety of backup and storage services for GW students, faculty, staff and alumni to support the university's education and research goals. 

Document Management Services  Data Storage Guide

Google Drive

Google Drive is Google’s online storage service that allows for added convenience, seamless storage and access to data between multiple devices. The Google Drive service is available as part of your GW email (GWMail) account.

Access Google Drive

Resources

How to access Google Drive
How to switch between multiple Google Drive accounts

GW Box

box graphic

GW Box is the university's enterprise file sharing service for online cloud storage and collaboration and is free for GW faculty, staff and students. GW Box may replace the current Windows File Share service (your H:/ and G:/ drives) for GW faculty and staff, depending on your IT service provider. Please adhere to the university's Acceptable Use for Computing Systems and Services when using GW Box. 

GW Box Login

 

With GW Box, You Can:

  • Access your files and folders from all major web browsers and through mobile devices
  • Sync GW Box to your desktop to automatically save files as you work on them
  • Store regulated, restricted and public university data on GW Box
  • Share files and folders with others, while controlling access with a range of permissions from preview-only to full editing and collaboration rights

GW Box FAQs

Share Files in GW Box

Collaborate in GW Box

Security Best Practices


GW Box Access

In order to access GW Box, you will need to set up two-step authentication. Two-step authentication is a method of securing access to online information with two pieces of information, for example your password plus a one-time code sent to your phone. The Division of IT will use Microsoft two-step authentication to ask individuals for a second confirmation of their identity at login, using a physical device in their possession. The device may be a smartphone or tablet using an app, a text message to a phone, or an automated voice call to landline or cell phone.

How to set up Two-Step Authentication  Two-Step Authentication FAQs

 

two-step authentication

Group and Personal File Shares

  • GW Box may replace the current Windows File Share service (your H:/ and G:/ drives) for GW faculty and staff, depending on your IT service provider. 
  • You can start by identifying which files will need to be migrated to GW Box. Delete the files you no longer need. If you’re not sure if you can delete something, refer to the Records Management Policy.
  • Faculty and staff within academic areas and schools will be contacted by their IT Director or LSP with more information on a group file share transition to GW Box.
  • If you currently work within a division or department and have a group file share in Windows File Share (G:/ drive), please submit a request to the Division of IT to migrate your data to a group file share on GW Box.

 

Features

GW Box

GW Google Drive

Windows File Share

Storage space Unlimited Unlimited Unlimited (for fee)
Individual file size limit 15 GB 5 TB Unlimited
Store files containing regulated data checkmark x mark checkmark
Allows group folders checkmark x mark checkmark
Share files with people outside of GW checkmark checkmark x mark
Real-time collaboration and editing checkmark checkmark x mark
Access from a mobile device checkmark checkmark x mark
Access from outside the GW network checkmark checkmark x mark
Desktop sync with Mac and Windows checkmark checkmark x mark
Consistent experience on Mac, Windows and Linux checkmark checkmark x mark
Limit permissions checkmark checkmark checkmark
Lock files for editing checkmark x mark checkmark
Version control checkmark checkmark x mark

 

File Sharing & Storage Services

File Sharing provides centralized, authenticated access to shared file system resources. This offering promotes collaboration and continuity of work, by providing a secure environment for document and file storage. Access from remote locations is enabled through the GW Virtual Private Network.

In most department cases, a base allocation has already been established based on past and current needs. In the event a base allocation and base cost has not been established, the annual cost is $36/GB allocated. The cost over the base allocation is $36 per GB/year (rounded up to the nearest GB). Cost is calculated based on allocated storage.

The scheduled maintenance window for this service will be weekly, Friday from 9:00 pm to 12:00 am (as needed and when previously announced). Customers are asked to limit access to the service during this time, as services may be unavailable or unreliable.

The Division of IT will backup all stored files nightly. Backups will be kept at a site geographically separate from the primary service delivery location.  These backups are made for disaster recovery, and will be used to restore systems in the event of physical or logical failure resulting in data loss.

Google Drive

Google Drive is Google’s online storage service that allows for added convenience, seamless storage and access to data between multiple devices. The Google Drive service is available as part of your GW email (GWemail) account.

Access Google Drive

Resources

How to access Google Drive
How to switch between multiple Google Drive accounts

GW Box

box graphic

GW Box is the university's enterprise file sharing service for online cloud storage and collaboration and is free for GW faculty, staff and students. GW Box may replace the current Windows File Share service (your H:/ and G:/ drives) for GW faculty and staff, depending on your IT service provider. Please adhere to the university's Acceptable Use for Computing Systems and Services when using GW Box. 

GW Box Login

 

With GW Box, You Can:

  • Access your files and folders from all major web browsers and through mobile devices
  • Sync GW Box to your desktop to automatically save files as you work on them
  • Store regulated, restricted and public university data on GW Box
  • Share files and folders with others, while controlling access with a range of permissions from preview-only to full editing and collaboration rights

GW Box FAQs

Share Files in GW Box

Collaborate in GW Box

Security Best Practices


GW Box Access

In order to access GW Box, you will need to set up two-step authentication. Two-step authentication is a method of securing access to online information with two pieces of information, for example your password plus a one-time code sent to your phone. The Division of IT will use Microsoft two-step authentication to ask individuals for a second confirmation of their identity at login, using a physical device in their possession. The device may be a smartphone or tablet using an app, a text message to a phone, or an automated voice call to landline or cell phone.

How to set up Two-Step Authentication  Two-Step Authentication FAQs

 

two-step authentication

Group and Personal File Shares

  • GW Box may replace the current Windows File Share service (your H:/ and G:/ drives) for GW faculty and staff, depending on your IT service provider. 
  • You can start by identifying which files will need to be migrated to GW Box. Delete the files you no longer need. If you’re not sure if you can delete something, refer to the Records Management Policy.
  • Faculty and staff within academic areas and schools will be contacted by their IT Director or LSP with more information on a group file share transition to GW Box.
  • If you currently work within a division or department and have a group file share in Windows File Share (G:/ drive), please submit a request to the Division of IT to migrate your data to a group file share on GW Box.

 

Features

GW Box

GW Google Drive

Windows File Share

Storage space Unlimited Unlimited Unlimited (for fee)
Individual file size limit 15 GB 5 TB Unlimited
Store files containing regulated data checkmark x mark checkmark
Allows group folders checkmark x mark checkmark
Share files with people outside of GW checkmark checkmark x mark
Real-time collaboration and editing checkmark checkmark x mark
Access from a mobile device checkmark checkmark x mark
Access from outside the GW network checkmark checkmark x mark
Desktop sync with Mac and Windows checkmark checkmark x mark
Consistent experience on Mac, Windows and Linux checkmark checkmark x mark
Limit permissions checkmark checkmark checkmark
Lock files for editing checkmark x mark checkmark
Version control checkmark checkmark x mark

 

GWdocuments

GWdocuments is GW’s enterprise document management tool and repository that provides university departments with the capability to store and retrieve documents in a consistent format while providing the flexibility necessary for each department to meet its individual business requirements. It allows for the same overall look and feel across GW while providing each department with the capability to select its own folder structure, index attributes and naming convention. GWscan is a supporting feature of GWdocuments used by university departments to transition paper documents into electronic documents stored in GWdocuments.