Cloud Storage

Cloud Storage

Cloud storage refers to any data that is not stored on your computer. There are many benefits to making use of a cloud storage system:

you have access to your files from multiple devices (desktop, notebook, smartphone, tablet)
server infrastructure reduces or eliminates the risk of data loss from hardware failure on theft
granular permissions and file sharing allow easy collaboration
web-based authoring tools allow creating or updating content without leaving your browser
backups and version retention protect against unintended data destruction
unlimited storage frees users from the restriction of the physical storage capacities of their devices

UCLA provides faculty, staff and students with Box and Google Drive access. The services have similar features, so for many users the choice is based on personal preference or the workflow culture of their team.

If you are currently paying for DropBox or another cloud service, it is likely that you can eliminate the cost of the service by moving your data to Box or Google Drive.

While cloud storage provides users with a great deal of protection against data loss, it is not a substitute for a sound backup strategy

Box at UCLA is a secured cloud-based file sharing and storage service. It is easily accessible from anywhere using your Internet-enabled device, including PC, Mac, tablet, or smart phone.

All registered UCLA students and employees with active staff/faculty appointments are automatically eligible for a UCLA Box account.UCLA Box is not available to alumni and retirees. You will lose your access to UCLA Box once you have separated from employment or are no longer registered as a student.

The Box service includes the web-based version of Microsoft Office, so you can easily create or update Word, Excel, and PowerPoint files.

Box provides 2 desktop tools: Box Drive and Box Sync. Box Sync maintains a full copy of all designated files and folders on all devices connected to your account. Box Drive copies files “on demand”. If you have consistent and reliable Internet connectivity, Box Drive is likely the appropriate tool.

Additional information can be found at the UCLA IT Services Box page.

G Suite, formerly known as Google Apps for Education, is an integrated communication and collaboration solution offered by Google, which includes Gmail, Google Calendar, Google Docs, and more. Google Apps is available to employees, students, alumni, and retirees. Affiliated individuals can be granted accounts with appropriate authorization.

Both these services are automatically available to faculty, staff, and students. Access is controlled by your UCLA Logon. There are some subtle differences, but generally they both offer the following features:

unlimited, backed-up storage with past version recovery
the ability to share secure links to files that are otherwise too large to be sent via email
client software that will automatically synchronize files to desktop and notebook computers
mobile apps that give users access to data on Android and iOS devices.

Microsoft O365 provides a similar service called OneDrive. Since use of O365 in Life Science is not ubiquitous, we don’t encourage it’s use, though it’s features are very similar to Box and Google Drive.