Document Storage and Collaboration Chuck Boeheim June 21, 2016

Agenda Introductions Service Description Value Proposition Metrics Cost Security More Information Q&A

Introductions Service owner: Chuck Boeheim Service manager: Chuck Boeheim Other service delivery team members: IT Service Desk Backup support: Clay Olney, Joanne Button

Service Description SERVICE NAME: Document Storage and Collaboration Service encompassing general-purpose document storage and collaboration, content management, and lightweight workflow. These services are distinct from enterprise solutions that serve specific needs for document management. Product Box Available to: Faculty Staff Students Alumni Affiliates Retirees Weill and Qatar staff Departmental accounts Fee to end user? No Service Tier: One Customer Support Business Hours: Phone, Email, In-person Service Desk Box is provided to all active members of the community. Accounts are deprovisioned up transition to Alumni or Retiree status, or upon separation, with mechanisms to transfer custody of data to a new person Departmental accounts provide for non-personal ownership of data, to eliminate problems when people change posiitions or leave. Weill and Qatar use our campus license but have their own instances for medical data

Value Proposition For the University: Trusted storage solution Unlimited storage, Highly secure Centralized control over content Audit trail of all actions on files and folders Box has done its part to qualify the environment for regulated data; awaiting Cornell data steward approval for use. For the user: Your files on any device, anywhere Desktop, web, and mobile client access Integration with Office Online and Desktop, and Google Apps Integrations with Salesforce, LabArchives, and over 1000 consumer apps Extremely low support costs Low learning curve Power with minimal complexity Excellent vendor support Strong ties to company Seat on the Box/Internet2 Advisory Board Add AB participation

Beyond web access and desktop sync, Box integrates with many other products in use at Cornell today. Departments are currently using Box for storage for Salesforce materials and for LabArchives data.

* Box can be viewed as a set of layers: Underlying everything is the platform and storage layer Next layer are built in services that provide additional management, control, and function. (Note: Retention is an extra module that we currently don’t license.) On top of that are Box provided apps, partner provided apps, partner provided integrations, and an API for integrations into local apps (not currently used anywhere at Cornell that I’m aware of). * Requires additional license

Metrics FY16 Q4 FY 16 Q4 Metrics Storage 139TB Active Users* 21,085 Licensed seats 50,000 Tickets/month 38 Backline tickets/month 4 Availability 99.99% Storage Growth * Total Users = 28,701; 7616 in deprovisioning cycle

Costs Cost to deliver the service: Fee for service: No FY 16 Total Cost $148,236 Service Contract $116,000 Labor $18,760 Staff Support $6,738 Administrative Overhead Current cost per user (exclusive of Weill and Qatar users) : $7.03 / user / year Because cost is fixed up to 50,000 users, the cost would be $2.92 / user /year in the limit as number of seats approaches our cap. Fee for service: No Cost per user: $.55/month ($.24 per licensed seat)

Security Provides a more secure medium of transmission for documents than email attachments Provides controls on downloads, audit trail on downloads Can share a document to view only, not download Can watermark documents to control re-distribution Provides single reference copy for collaboration Significant IRM features on near-term roadmap

More Information Service web page: http://www.it.cornell.edu/services/box/ Service level expectations: http://www.it.cornell.edu/services/sle.cfm (in progress) https://www.box.com/static/html/BSA_010512.html Section B.4 Service catalog entry: https://catalog.it.cornell.edu/admin/109 Service quarterly report: http://cio.cornell.edu/resources/it-reports-documents-and-presentations/itcornell-quarterly-metrics/collaboration-tools This service is being split from the Collaboration Tools service, therefore all historical data is combined with other products. From now on this service will be tracked separately.

Questions?

Guide to choosing a Collaboration platform Box: easy, secure sharing OneDrive: much less popular alternative Google: currently only provided to students SharePoint: rich platform with high learning curve Confluence: strong wiki, weak document management, weak security

User deprovisioning and data stewardship Instructions provided to departing users on Transferring Cornell data to new custodian Transferring personal data to private Box account Departmental accounts available Easy non-personal ownership of folders for University data Leverages Exchange Group Accounts (EGA)