Several services at Brown allow you to share and store files. This guide will let you compare the options and decide which one(s) are right for you.
Table of Content
- Easy to Use
- Google Drive
- General File Storage
- Campus File Storage / Department File Services
- Campus File Storage / Home Folder
- Especially for Research
- Comparison table
Google Drive gives you unlimited space store and share documents. The native Google document formats allow for real-time collaboration and versioning. You can also store unconverted files of various types in your Google Drive. It's easy to share files with members of the Brown community (including Google Groups) and non-Brown Google accounts; files can be shared with view-only, comment, or edit access. You can access files on the web, through a mobile app, or by installing Google Drive on your computer (which makes it act like a folder on your computer).
Best for: Collaboration in native Google files, easy access from anywhere, unlimited storage, sharing with Google Groups.
Limitations: Some confusion / lost formatting when opening shared Office documents in Chrome.
Brown offers free, large-quota Dropbox.com accounts to Brown faculty, staff, and grad/med students. These are great for storing all types of files; some people prefer Dropbox to Google Drive because the latter can accidentally convert Office documents to an editable version. You can access files on the web, through a mobile app, or by installing Dropbox on your computer (which makes it act like a folder on your computer). Brown team accounts have more storage and version history than consumer accounts.
Best for: Sharing and storing various file types including Office files and photo galleries, easy access from many devices
Limitations: To give edit access to a file, it must be in a folder; this means you must create a new folder for each combination of people who will be editing files. Child folders always inherit permissions from the parent (you cannot remove collaborators from child folders).
CCV's BrownBox is a Brown-hosted service for sending files that are too large for email. You have to be a member of the Brown community to send a file, but files can be sent to anyone. This service is not backed up and not intended for permanent storage.
Best for: Quickly emailing links to large files for download
Limitations: Not backed up, for temporary storage only
General File Storage
These additional storage options are provided on the Campus File Storage platform.
Campus File Storage / Department File Services
Departmental File Services provides University departments with a location in which files can be stored, backed up, and shared across the department. The service can be accessed by mapping the drive on your computer (Windows Explorer on PC or Finder on a Mac), or by visiting webfiles.brown.edu in a web browser. (For researchers, the "Campus File Storage / Research" service described earlier on this page runs on the same technology.)
Best for: Backing up and sharing official department documents, ensuring longevity of documents after file authors leave Brown.
Limitations: Can only be accessed on the Brown network or with VPN. Not as easy to access as consumer services (no app, web access is a bit clunky). Sharing is not easy: no sharing with people outside of Brown, no sharing with people who don't have access to the department folders.
Campus File Storage / Home Folder
Each member of the Brown community has a “home folder” to store files. This folder shows up on computers in computing labs so you can take files with you without having to email them to yourself. You can also access this folder when using RemoteApps (for example, the virtual Engineering lab). In some departments with managed computers, computer folders such as “Documents” redirect to the home folder, providing backup and easier access to files when away from the computer. Along with the already mentioned ways of accessing the folder, you can also access it by mapping the drive on your computer or by visiting webfiles.brown.edu in a web browser.
Best for: Storing files in computing labs, working on files when using a RemoteApp, student access to file storage.
Limitations: Can only be accessed on the Brown network or with VPN. Not as easy to access as consumer services (no app, web access is a bit clunky). Not intended for sharing.
More info: Documentation
Especially For Research
Please refer to the Research Storage Article for complete details regarding all storage services and options available for Brown Researchers.
Campus File Storage
Easy access from smartphones
Share a file by sending the link
|x (webfiles only)|
Search stored files when you search files on your computer
Login required to access shared data
Only for editing
Brown-provided account required to access shared data
Access restricted to Brown campus or VPN
Integration with Supercomputer
Allow guest upload
Prevent editors from resharing, set expiration date
Share with password, set expiration date
Share with password
Access controlled by Brown security groups
Storage per user
Default of 10GB
100GB - 10TB+
Max file size
4TB (1TB for best performance)