TXST Collaborative Project Tools and Services

Collaboration tools and service options

Texas State has a variety of online tools and services fit for collaboration, file storage, and group work. Knowing key features about each will help you make an informed decision on which service to use for your collaborative needs.

Canvas Project Courses

A Canvas Project Course is a course in Canvas that does not have an academic roster attached. These can exist to facilitate collaboration, research, pre-build course content, get organized,  or conduct department collaboration work. Learn more about Canvas. Also see upcoming Canvas training from ITAC and additional Canvas training opportunities.


Teams

Teams includes one-on-one and group chats, voice and video calls, file sharing and collaboration. Invite everyone you work with to chat, meet, call, and collaborate all in one place. Upwards of 25 terabytes (TB) of storage space is available with an TXST organizational cap. Learn more about Teams. Also see upcoming Teams training from ITAC, and LinkedIn Learning on-demand training.


YuJa

YuJa is the university's online video content management system. It allows you to upload, manage, and share video and audio via Canvas and on websites. Learn more about YuJa.


Department Share Drive

Each department is allotted 500 GB of space on the S drive, which by default all employees in the department can access. Use WebFiles to access S drive files online. Learn more about Department Share Drives.

IMPORTANT NOTE

Canvas (academic and project courses) have 2 GB storage limits on documents and files. Also, Canvas categorizes media files (e.g., videos) into a different category with even less space. Therefore, all media files should be stored in YuJa, which is integrated with Canvas for easy display.

OneDrive

Everyone at Texas State has 5 TB of space with OneDrive, which you can use to store and share files across any device. Use it to also collaborate virtually on Microsoft files, such as Word and PowerPoint. Learn more about OneDrive. Also see LinkedIn Learning on-demand training.


WP Personal Website

WP Personal Websites allows you to create a simple website or blog for yourself, a class, your club, or your research. Choose from nearly 100 accessible-ready themes to quickly and easily create your site or blog. Learn more about WP Personal Websites.


UDrive

UDrive is a network storage space that provides 5 GB of online storage. With WebFiles, access your UDrive files from any web browser. Learn more about UDrive.


Quick View Comparison Table

The below table compares key features to help you understand their similarities, differences, and how confidential and sensitive data should be handled.

ComparisonCanvas Project CourseTeamsOneDriveDepartment Share DriveUDriveYuJaWP Personal Website
PurposeCollaborate with TXST and guests using various toolsCollaborate with TXST and guests using various toolsCollaborate with TXST and guests from individual foldersStore and share files from department foldersStore and share files from individual folderUpload and stream audio and video filesShare personal website or blog
Max storage space2 GB (not intended for media files; see YuJa)25 TB (equals 25,000 GB)5 TB (equals 5,000 GB)500 GB5 GB4.8 TB (equals 4,800 GB)No established limit
Sharing optionsTXST and guests who are given accessTXST and guests who are given accessTXST and guests who are given accessTXST colleagues who work in the same departmentNot intended to share with othersTXST and guests who are given accessPublic access
Mobile app or accessTeacher and Student appsTeams appOneDrive appTXST WebFilesTXST WebFilesWeb browser or embedded into Canvas or a websiteShared web address
Available toFaculty, Staff, Students, and shared to guestsFaculty, Staff, Students, and shared to guestsFaculty, Staff, Students, and shared to guestsFaculty, Staff, and Student EmployeesFaculty, Staff, and StudentsFaculty, Staff and StudentsFaculty, Staff, and Students
Data Classification types allowed
(see definitions below)
Public, Sensitive, and Confidential (*see exceptions below)Public, Sensitive, and Confidential (*see exceptions below)Public, Sensitive, and Confidential (*see exceptions below)Public, Sensitive, and Confidential (*see exceptions below)Public, Sensitive, and Confidential (*see exceptions below)PublicPublic

 

IMPORTANT: If you have access to view confidential or sensitive information from an existing system of record (e.g., Bobcat Online Scholarship System or BOSS, Jobs4Cats, Banner Admin or CatsWeb), do not store confidential or sensitive data in one of the above online storage locations. The fewer locations where confidential and sensitive data exists outside the systems of record that holds this data, the better we can protect the data.

Also, do not store these types of confidential information in any of the above locations: Social security numbers, credit card information, personal health information, student records, crime victim information, library transactions, court sealed records, and access control credentials.

Data Classifications Defined

Confidential

Data Sensitivity:
High

Protection of data is required by law (e.g., TPIA, FERPA, and HIPAA data) or contractual agreements. Confidential information presents the most serious risk of harm if improperly disclosed.

Examples: social security numbers, credit card info, personal health records, student records, crime victim info, court sealed records, access control credentials

Sensitive

Data Sensitivity:
Moderate

Data that is releasable in a controlled and lawful manner under the Texas Public Information Act. Sometimes considered public, some assurance is required so release of information is both controlled and lawful. Unauthorized disclosure of sensitive information could adversely impact the university, individuals, or affiliates.

Examples: performance appraisals, employee birth dates, student email addresses, donor information, voicemail, contents of email, unpublished research

Public

Data Sensitivity:
Low

Information shared broadly, without restriction, and at the complete discretion of the owner. From the perspective of confidentiality, public information may be disclosed or published by any person at any time.

Examples: job postings, service offerings, published research, directory information, degree programs, general information about university products and services


Learn more about Data Classification best practices.