Which document management service is right for me?

GW Information Technology offers GW faculty and staff several document management solutions. The best choice depends on your specific needs and preferences.  Below is an explanation of the different types of data as well as a chart to help determine the best document management solution for your specific needs.

 

 

Regulated Data

Examples:

  • Protected Health Information (PHI)

  • Student academic and financial records

  • Research data protected by statute or regulation

  • Personally Identifiable Information (PII)

 

Restricted Data

Examples:

  • Course information and class schedules

  • Internal directory information

  • HR data

  • Payroll and salary information

  • Performance appraisals

 

Public Data

Examples:

  • Announcements and press releases

  • Public event information

  • Public directories and maps 

Decision Chart for Correct Document Management

Check-Icon - Recommended          

x-icon - NOT ALLOWED per GW Policy (or not applicable)

I Need to . . . GW Box Google Drive

GW SharePoint

(Team Sites)

GW Documents

(Documentum)

Securely store my work data and files        

Regulated Documents

Check-Icon x-icon x-icon Check-Icon

Restricted Documents

Check-Icon Check-Icon Check-Icon Check-Icon

Public Documents

Check-Icon Check-Icon Check-Icon x-icon
         

Collaborate on Files and Documents -

Share and edit documents

       

Regulated Documents

Check-Icon x-icon x-icon x-icon

Restricted Documents

Check-Icon Check-Icon Check-Icon x-icon

Public Documents

Check-Icon Check-Icon Check-Icon x-icon
Share Public Documents with External Users Check-Icon Check-Icon x-icon x-icon
         
Search Files and Documents        

Search text (Titles/Body)

Check-Icon x-icon Check-Icon Check-Icon

Search using Metadat and Tagging

Check-Icon x-icon Check-Icon Check-Icon
         
Archive Official University Records*        

Data and files with official retention requirements based on GW Policy

x-icon x-icon x-icon Check-Icon
         
Create/Edit Workflows and Business Process Automation x-icon x-icon Check-Icon x-icon
         
GW Scan Capability        

Ability to scan paper documents

x-icon x-icon x-icon Check-Icon

OCR (Text Searchable Documents)

x-icon x-icon x-icon Check-Icon
         
File Size Limits        

for sharing

5GB 10GB 10GB 2GB

for storage

15GB 5TB 15GB 2GB
Total Storage Available Unlimited Unlimited Unlimited Unlimited
         

* See the GW University Records Management Policy (PDF)

 

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