There are several options available for securely sharing and collecting files. Please read each of the options below to see which system might be right for your needs.
Santa Clara University uses Google Workspace (formerly G Suite) as its collaboration and communication software tool set. Google Workspace brings together Google applications -- including Gmail, Calendar, Meet, Docs, and Chat -- into a single, integrated workspace.
Network File Sharing
Using a mapped network drive allows SCU faculty and staff to store and share files among multiple computers and multiple users. There are separate network drives for personal (not shared) and departmental files.
Use SecureFT for person-to-person, ad-hoc file transfers. SecureFT provides secure at-rest and in-transit sharing and transferring of files and data.
How SecureFT works: Sending and receiving messages through SecureFT operates as a secure email system in which messages are referred to as "packages." When a new package is sent, the recipient will receive an email notifying them that a new package is available; the email will include only the subject of the message. Upon logging into SecureFT, the recipient will be able to access the body of the message and any attachments. The recipient will also have the ability to reply to the package and attach files to their reply.
Common use cases for SecureFT:
- Sending initial passwords for newly created accounts
- Submitting a document with personal information
- Sharing private or protected information with a research colleague
SecureFT documentation: https://www.scu.edu/technology/get-connected/secure-file-transfer-and-automation/
Use SafeDoc to design a form for when people need to submit sensitive documents as part of a business process.
SafeDoc enables you to create web forms that collect sensitive document uploads from users. It is an alternate way to get files into SecureFT.
Common use cases for SafeDoc:
- Requesting multiple files from users
- Requesting files from a large number of users, and performing tasks such as sending email reminders to those who have not submitted files
- Adding an open ended form on your website to allow users to submit documents at any time
- Adding an email signature in GMail with a link to a form and instructions not to send you secure documents as attachments (which is not secure)
SafeDoc documentation: https://www.scu.edu/technology/get-connected/secure-file-transfer-and-automation/safedoc/
Use Download Manager to share files securely with a wider campus audience. Once they click on a Download Manager link on your website, users will go through SSO to access the file.
Please note that storage limits for this application apply, and cost may need to be shared with your department for large files. If you want to get started with Download Manager, let us know and we’ll get your account set up.
Common use cases for Download Manager
- Putting a link on your public website to a file that you only want SCU users to be able to view/download
- Sharing software that only members of your organization should be able to install, and you need finer control of access than the settings available in Google Drive
Download Manager Documentation
https://www.scu.edu/apps/download/admin/?help (access is limited to Download Manager users)