Collaboration File Share Update and Discussion CIO Council March 19, 2018 2:00pm – 3:30pm Smith Center Rm. 561

Purpose and Intended Outcome To provide an update on the File Share program and draft File Storage and Share Tool Comparison Matrix. Please review the information on Dropbox, Tools Comparison Matrix and ITCRB proposal and prepare any questions/feedback for discussion on 3/19. To discuss File Share status within each school or area. What specifically are you doing and what is your local strategy? To define the goals, objectives and potential timing of the Collaboration Summit. Intended Outcome An understanding of school specific strategy with File Share. Agreement on a final draft of the File Storage and Share Tool Comparison Matrix. A draft outline for the Collaboration Summit.

File Share Program Status Harvard Dropbox Service External file storage and sharing service for faculty and researchers HUIT Dropbox service built, tested and ready for all school rollouts as of 2/9/18 Service Catalog and Provisioning available through HUIT ITHelp Portal Extensive Dropbox Service KBAs published Use of “Authorized Requestors” per school Formal Helpdesk, Field Tech and Administrator training delivered to HUIT groups SEAS participated as “early adopter”, conversions complete with no issues Working with DIV, GSD, HLS, GSE and others on migration approach and timeline Billing begins March 1st for all participating schools

File Share Program Status Harvard Dropbox Service Migration Strategies: Email all existing active paid Dropbox users OR use school provided targeted list Account Conversion Scenarios: Give me a net new Dropbox Account Keep my current Dropbox account as a personal account, and start a new Harvard Dropbox account Merge my current Dropbox account and data into Harvard Dropbox Merge my Dropbox “Team” and it’s members with the Harvard Dropbox “Team” (special use case)

File Share Community Feedback Define “file share” in the greater context of file storage User and departments don’t necessarily “compartmentalize” use cases Departments are contacting us for guidance & solutions (Physics, Capital Projects, Divinity, AA&D) Leverage Support Services “coaching program” to get the word and guidance out Customers want to see tool service comparison matrix for guidance 5

File Storage and Sharing Tool Services Matrix (Draft) 6

File Storage and Sharing Tool Services Matrix (Draft) (Continued) 7

File Storage and Sharing Tool Services Matrix (Draft) (Continued) 8

Phase II: ITCRB File Share Business Case Presented to ITCRB on 2/28 Recommended: Personal File Share Implementation & Group/Departmental Pilot - $4.1M/3 yrs. Alternative: Personal File Share Implementation only – $3.5M/3 yrs. Q&A from committee members: How will Level 4 data be handled? Not supported by OneDrive today, looking to support level 4 in the future. Will direct people to Level 4 compliant SharePoint sites or network drives. What is the cost of our Microsoft enterprise agreement and what storage limitations exist? Risk of changes to Microsoft’s cost model. ~1.2 million/year, virtually unlimited storage, acknowledged this is a risk of relying upon any of our vendors. How are we handling services such as Google at FAS? Providing recommendations, but acknowledging other services. Pressing Microsoft for parity on features such as co-editing. Will the engagement strategy be similar to the successful Harvard Phone model? Yes, with the use of Local Implementation Managers (LIMS), training, and Change Management. Is there a possibility that this could provide ROI given potential maintenance savings? Possibly, but need FY20 group/departmental project to determine. 9

Local File Share Status Discussion Where is each school with respect to File Share services? What specifically are you doing and what is your local strategy? Collaboration Summit Discussion What are the goals, objectives and potential timing of the Collaboration Summit?

Questions or Feedback?