What is the difference between Google docs, Box, OneDrive and DoIT Shared Drive?
All four tools provide features that can help you collaborate with others. G Suite Shared Drives, Box Project Directories, Office 365 Groups and DoIT Shared Drive can be owned by multiple people which minimizes loss of data when individuals leave UW–Madison. You may choose to use one or all tools based on your needs. View the chart below to compare all four tools.
If you interact with Restricted, Sensitive, or Internal information, please refer to the HIPAA notation in and below the chart.
Note: This article provides general information only and may be subject to change at any time without notice.
| UW–Madison accounts | Google Drive | Box | Office 365 OneDrive | DoIT Shared Drive |
|---|---|---|---|---|
| Login with your NetID@wisc.edu | apps.google.wisc.edu | uwmadison.box.com |
OneDrive and OneDrive for Business via Outlook on the web (OWA) OneDrive and OneDrive for Business desktop clients. |
For faculty, staff and student employees only. Can request a custom Departmental name connection available. Example: math.drive.wisc.edu |
| Storage limits | Unlimited (Max upload 5TB per file) | 50 GB (Max file upload 15 GB or space available in account) | 1 TB (Max file size 15GB) |
Unlimited with no max upload. |
| Team sharing and collaboration |
Shared Drives: Files and folders are shared and owned by the team, as opposed to one owner in My Drive. Recommended use. Minimizes lost data when team members leave the UW. |
Box Project Directories are available for departments, groups, or work teams. Project Directory: Allows multiple people to be co-owners on content. The Project Directory is the “owner” of the content, so that even if one of the co-owners leave the University the data is not lost. Best Practice is to have at least two co-owners but there is no limit on the number of co-owners that can be assigned to a Project Directory. |
Office 365 Groups can be used to share and preserve group files for collaboration and data preservation. The Office 365 Group owns the files, not an individual user. Recommended use. Minimizes lost data when team members leave the UW. |
Files and folders can be shared with any UW–Madison group or individual with a NetID. Any number of people can also have administrative ownership if desired. Typically an Active Directory group would be assigned and anyone in the group could have access. Other options are possible. |
| File sharing | You can share files and folders with specific people and get updates on any activities occurring in those documents. |
You can share files and folders with specific people and get updates on any activities occurring in those documents. |
You can share files and folders with specific people and get updates on any activities occurring in those documents. |
Files and folders can be shared with any group or individual with a NetID Commonly used for Departmental share folders. |
| File editing and collaboration | Allows for real-time co-authoring of your shared files (based on permission levels). | Integration with Box and Office Online allow for real-time co-authoring of Word, Excel or PowerPoint documents. (Requires O365 account). | Allows for real-time co-authoring of your shared files (based on permission levels). |
Allows real time editing of files. |
| Saving files | All changes are saved automatically and files are versioned. | All change are saved automatically when editing files directly in Box. If you download a file, be sure to upload for everyone to have access to the new version. All versions of a file are saved. | All changes are saved automatically and files are versioned. |
All changes are saved automatically and files are versioned daily. |
| File syncing and offline access |
You can sync content from your Google Drive to your devices. Files can be marked for offline access. File syncing with Chrome OS is automatic. |
You can sync content from your Box account to your macOS or Windows desktop and supported mobile devices. |
You can sync content from your OneDrive account to your devices. |
Content may be sync’d using 3rd party tools. |
| *HIPAA/PHI research data allowed? | No |
*Please refer to: Document Storage for ePHI in Secure Box Folders. |
No |
Option is coming soon. |
| Add-ins | Google Drive File Stream, Addin for MS Office allows saving files directly to Google Drive from your computer. | Box Edit, Box for Office, Box Drive allow you to edit and save files to Box directly from your computer. | Files save to OneDrive by default in Windows 10, but you can change to save files on your computer. | |
| Learn more | Learn more about Google Apps | Learn more about Box | Learn more about OneDrive | |
| Configure for desktop | Google Drive File Stream and Google Drive Backup and Sync | OneDrive via Desktop |
No client needed. Standard Mac or Windows Drive mapping. |
*If you are a part of the UW–Madison Health Care Component, contact your HIPAA Privacy or Security Coordinator with questions about the applications best suited for creating, storing, and sharing PHI.