1. Document Storage and Collaboration
Chuck Boeheim June 21, 2016

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

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

4. 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, , 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

5. 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

6. 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.

7. * 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

8. 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

9. 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)

10. Security
Provides a more secure medium of transmission for documents than 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

11. More Information
Service web page:
Service level expectations: (in progress) Section B.4
Service catalog entry:
Service quarterly report:
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.

12. Questions?

13. 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

14. 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)