Backup, Storage & Document Management

GW IT offers a variety of backup, storage and document management services for GW students, faculty, staff and alumni to support the university's education and research goals. 

Which document management service is right for me?  Security Best Practices

GW Box

GW Box is the university's enterprise file sharing service for online cloud storage and collaboration and is free for GW students, faculty and staff. 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. GW 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

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 GW IT to migrate your data to a group file share on GW Box.

GW 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

GW uses two-step authentication in conjunction with GW Google apps (email, calendar, drive, etc.)

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

Resources

How to access Google Drive

How to download Google Backup and Sync

How to switch between multiple Google Drive accounts

GW Box

GW Box is the university's enterprise file sharing service for online cloud storage and collaboration and is free for GW students, faculty and staff. 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. GW 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

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 GW IT to migrate your data to a group file share on GW Box.

GW Documents

GW Documents is GW’s data retention headquarters. It is used when faculty and staff are required by business policy or external rules to keep records. GW Documents 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.

 

GW Docs Tineline Image

The current GW Documents service will be transitioned to a new platform in 2018. The new GW Documents platform will provide secure document retention, collaboration and workflow automation to GW faculty and staff.

Features

  • Store data, collaborate on documents, manage records, route documents for approval and apply retention policies to documents
  • The new GW Documents platform will support document workflow automation and integration

Migration to new GW Documents Platform

  • GW IT will work with staff to assist with migration to the new GW Documents platform
  • Activity in the current GW Documents platform will be frozen during the migration period, but you will still be able to access your files
  • Post-migration, documents from the current GW Documents service will be deleted
  • What can you do now? Review your current GW Documents cabinets and determine what information should be migrated to the new platform

Timeline

GW Docs Transition Image

In order to provide a seamless transition to the new GW Documents service, GW IT plans to delay the previously published migration schedule to evaluate and review additional features and options to fully satisfy existing and new needs of the university as a whole. At this time, GW IT is not migrating any group to the new platform. Additional communications will be sent to your group to determine a new migration schedule once the new platform is in place. If you have questions, please email [email protected].

GW 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

GW uses two-step authentication in conjunction with GW Google apps (email, calendar, drive, etc.)

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

Resources

How to access Google Drive

How to download Google Backup and Sync

How to switch between multiple Google Drive accounts

GW TeamSites

GW TeamSites is GW’s solution for workflows, business process support and organizational support. It offers storage and collaboration tools for groups and supports content creating, editing and collaborative review. It offers additional options for more complex document organizing through tagging and metadata. Additional features include calendars, message boards, workflows, approvals, task assignments and document reference. 

Access GW TeamSites