Regulated Data
Examples:
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Protected Health Information (PHI)
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Student academic and financial records
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Research data protected by statute or regulation
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Personally Identifiable Information (PII)
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.
Restricted Data
Examples:
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Course information and class schedules
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Internal directory information
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HR data
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Payroll and salary information
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Performance appraisals
Public Data
Examples:
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Announcements and press releases
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Public event information
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Public directories and maps
Decision Chart for Correct Document Management
- Recommended
- 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 |
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Restricted Documents |
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Public Documents |
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Collaborate on Files and Documents - Share and edit documents |
||||
|
Regulated Documents |
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Restricted Documents |
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Public Documents |
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|
| Share Public Documents with External Users | |
|
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| Search Files and Documents | ||||
|
Search text (Titles/Body) |
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Search using Metadata and Tagging |
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| Archive Official University Records* | ||||
|
Data and files with official retention requirements based on GW Policy |
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|
| Create/Edit Workflows and Business Process Automation | ||||
|
Workflows aimed at collecting regulated data must be evaluated and approved by GW IT Information Security, prior to Go Live. |
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| GW Scan Capability | ||||
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Ability to scan paper documents |
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OCR (Text Searchable Documents) |
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| 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)
