Success with Collaboration Software Brad Sharp Brad.Sharp@unco.edu

Data Collaboration at UNC Departmental Shared Drives on Windows File Servers Blackboard-Xythos Digital Locker Microsoft SharePoint Foundation 2010

Departmental Share Drives Largest Data Collaboration Repository Currently have 3.7 TB in Use No Formal Institutional Data Retention Policy Has been here since the beginning of time. Difficult to manage cross departmental collaboration

Blackboard-Xythos Digital Locker Branded “BearDrive” Implemented in Fall of 2008 Provided Students Online Storage Replaced Student Temporary Drive in Labs and Classrooms Reduce Cheating Eliminate risqué Content Provide a Mechanism for collaboration amongst Students and Faculty

BearDrive

BearDrive Users 8,848 Active Users as of March 2011

BearDrive Space Used Faculty Staff – 144.5 GB Students – 245.5 GB

Benefits of BearDrive Accessible by Web Browser – “1GB Flash Drive in the Sky” Users Individually Manage Share Permissions Folder and File Level Permissions Connects to LMS via Blackboard File Bridge Building Block Allows Users to Share Files with External Users More Securely Allows Users to Share Files Too Large for Email File Versioning Single Instance Storage Alerts Xythos Drive for Faculty and Staff Maps Folder to Drive Letter via WebDAV Outlook Intellittach

BearDrive Concerns Price End User Training File Restores Modifying files without WebDAV or WebFolder View

Microsoft SharePoint Services Implemented Windows SharePoint Services in 2005 Began Campus Deployment in 2008 Currently have 59 SharePoint Sites Across Campus 150 GB of Space

SharePoint Benefits Departmental Collaboration with Team Sites Calendars Shared Documents Links Discussions Interdepartmental Collaboration Hiring Committees Data Repositories Change Management Site Administrators Mange Site Permissions Cross Platform Collaboration Alerts and Notifications Software is Free!

SharePoint Concerns Departmental Adoption Site Administrator Training Difficult to Manage Sites End User Training Editing Files Access Databases

SharePoint 2010 Foundation And then there was… Implemented in January 2011 Migrated 4 Internal Sites Office 2010 Web Components SharePoint 2010 Foundation

Moving Forward The Forecast Calls for Sunshine.

…with a Small Chance of Clouds Students Have SkyDrive Access with their @Live Accounts Have not marketed to students Does not integrate with our LMS as easy as Xythos More limited on our support options Concerns about data security

Collaboration Next Steps File Storage and Document Collaboration Project Upgrade existing BearDrive and SharePoint Sites Promote BearDrive and SharePoint Collaboration Move users away from File Server Shares Improve Training Create a Consistent Message on File Collaboration Software Investigating Upgrading to SharePoint Enterprise Improved Searching and Sorting Dashboards Access Services

Links Blackboard-Xythos Digital Locker Suite http://www.blackboard.com/Platforms/Learn/Products/Blackboard-Learn/Blackboard-Xythos/Digital-Locker-Suite.aspx Xythos Drive http://www.xythos.com/products/xythos_drive.html About UNC BearDrive http://www.unco.edu/beardrive/ SharePoint Foundation 2010 http://sharepoint.microsoft.com/en-us/product/Related-Technologies/Pages/SharePoint-Foundation.aspx SharePoint Comparisons http://sharepoint.microsoft.com/en-us/buy/Pages/Editions-Comparison.aspx

Questions? Brad Sharp, Manager of Technology Operations Department of Information Management & Technology Brad.Sharp@unco.edu