Cloud Storage Essentials

cloud storage icon

Having a space to create, store, and share files and data is essential to collaborative teaching, learning, working, and researching. Technology Services manages and maintains several cloud-based storage services available to all Illinois students, faculty, and staff.

Some storage options are better for sensitive or high-risk data. Others provide an ideal space for simultaneous editing and collaboration. Check out the services below and reach out if you have questions or need help deciding what will serve you best.

Backup and Storage Finder Tool

This quick and easy to use tool asks you a few questions about your storage needs, then provides options for the best storage resource for your research.

Cloud Storage Services

For a more detailed breakdown of service features, visit Cloud-Based Storage Solutions for Campus. By default, your files are private and require you to log in to the cloud-based storage service in order to access them. You can also choose to share files with individuals, the University, or publicly.

All following services support:

  • File editing by multiple people at the same time (synchronous collaboration)
  • Built-in features for file storage, sharing, and editing from any device that has a web browser
  • Also available as a mobile app and desktop app

Log in to the Cloud Dashboard to enable U of I Box and Google Apps @ Illinois.

U of I Box

U of I Box is a secure cloud-based storage service available to all students, faculty, and staff.

  • U of I Box is the only approved campus cloud storage option for university-owned information, including FERPA and HIPAA data.
    • Protected Health Information (PHI) – PHI must be stored in a Box Health Data Folder. Visit the Box Health Data Folders Guidelines for more information and how to apply.

  • Request a Team Folder: “Team Folders” are special Box folders that any University faculty, staff member, or graduate student (doing research) may request on behalf of their group, unit, or department. “Team Folders” allow staff and faculty to create archives of department or research group files that are owned by the enterprise, not an individual.

Notice: The ability to use unencrypted FTP to upload files into U of I Box will reach End of Life on October 24, 2024. After that date, users will lose unencrypted FTP access and will need to connect using other methods like encrypted FTP, Box Drive, Box API, or email upload. There will be no exemptions or extensions.

More information about the unencrypted FTP end of life notice can be found in this Box Support article.

Google Apps/Workspace

Google Apps @ Illinois is a suite of communication and productivity applications that provides online document collaboration, file storage, and chat services to University of Illinois faculty, staff, and students.

  • Workspace includes includes Google Docs, Sheets, Slides, Hangouts, and more.
  • Google Apps @ Illinois is not approved for sensitive data storage.
  • Google Apps @ Illinois FAQs offers more details on available features and functions.

Microsoft 365, OneDrive, and Teams

Microsoft 365 provides students, faculty, and staff with free, cloud-based access to download a suite of services, including Word, Excel, PowerPoint, OneNote, OneDrive, and Teams.