TXST Collaborative Project Tools and Services

Make a plan to move your TRACS Project Site

If you haven't started yet, it's time to develop a plan to move your TRACS Project Site into a Canvas Project Course or elsewhere, preferably by the end of the 2020. Below are TXST technology options for you to consider when making the move out of TRACS.

Canvas and TRACS project timeline reminder

Fall 2020 –  Last semester a course can be taught using TRACS; last semester a Project Site can be edited in TRACS

January 2021 – All courses taught in Canvas. TRACS goes into a read-only state. Facult, staff, and students can log in and continue to access TRACS content and data but not develop or publish new courses or sites.

January 2023 – TRACS will move into an archival state. Faculty and staff cannot access content any longer; data will only be available per statutory data retention policies.

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 where your TRACS Project Site content should be moved to.

Canvas Project Courses

Similar to a TRACS Project Site, 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 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.


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

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.


The main difference between TRACS and Canvas spaces is that Canvas (academic and project courses) have 2 GB storage limits on documents and files, whereas TRACS does not have a limit. Also, Canvas categorizes media files (e.g., videos) into a different category with even less space. Therefore, all media files should be stored in Mediaflo, which is integrated with Canvas for easy display.


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 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.

Comparison Canvas Project Course Teams OneDrive Department Share Drive UDrive Mediaflo WP Personal Website
Purpose Collaborate with TXST and guests using various tools Collaborate with TXST and guests using various tools Collaborate with TXST and guests from individual folders Store and share files from department folders Store and share files from individual folder Store and stream video files Share personal website or blog
Max storage space 2 GB (not intended for media files; see Mediaflo) 25 TB (equals 25,000 GB) 5 TB (equals 5,000 GB) 500 GB 5 GB No established limit

No established limit

Sharing options TXST and guests who are given access TXST and guests who are given access TXST and guests who are given access TXST colleagues who work in the same department Not intended to share with others Public access Public access
Mobile app or access Teacher and Student apps Teams app OneDrive app TXST WebFiles TXST WebFiles Web browser or embedded into Canvas or a website Shared web address
Available to Faculty, Staff, Students, and shared to guests Faculty, Staff, Students, and shared to guests Faculty, Staff, Students, and shared to guests Faculty, Staff, and Student Employees Faculty, Staff, and Students Faculty and Staff

Faculty, 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) Public Public


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


Data Sensitivity:

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


Data Sensitivity:

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


Data Sensitivity:

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.