Moving to Cloud Storage
      UTHSC Data Storage Strategy                                            OnBase
      Goal                                                                  document 
                                                                            digitizatio
      Provide accessible, secure, cost-effective options                        n
      for UTHSC members to store and share their 
      documents/data regardless of location
      Objectives                                          OneDrive                              Teams
      1. SECURITY: Ensure your documents are safe,         personal       UTHSC Data          collaborati
                                                             work       Storage Strategy        on & 
          even if a device is lost, stolen, or damaged.   document                            document 
      2. AVAILABILITY: Reach your data from anywhere        storage                            sharing
          on any device.
      3. SUPPORT: Take advantage of onsite assistance 
          and training.
      4. COST:  Maximize ROI by using existing software                     SharePoin
          and not replacing the retiring servers.                               t
                                                                            document 
                                                                             sharing
               **  Microsoft products and OnBase are all HIPAA & FERPA 
               compliant
      Moving to Cloud Storage
         Strategy Components                                                                                         OnBase
         OneDrive/SharePoint optimization                                                                          document                     April
         •    Ensuring the right configuration, functionality, and space to                                        digitizatio                  2021
              support customer needs and goals                                                                           n
                                                                                                                                             Migration 
         OneDrive/SharePoint awareness                                                    OneDrive/                                               of 
         •    Educating customers on how to access and use these                          SharePoin                                          personal 
              resources                                                                         t                                               work 
                                                                                          optimizati                 UTHSC                  document
         OnBase document digitization awareness                                                on                     Data                       s to 
         •    Moving paper documents into a digital repository where they                                           Storage                  OneDrive
              can be stored/accessed securely and save physical space                                              Strategy
         Migration of personal work documents to OneDrive
         •    Making data accessible from anywhere on any device without                            OneDrive/                      Migration  SUMMER
              the use of remoting tools (ex., VPN)                                                  SharePoin                           of           2021
                                                                                                         t                          VolShare 
         Migration of VolShare to SharePoint                                                        awarenes                            to 
         •   Moving shared data from old technology* (VolShare/Vol2Share/                              s and                       SharePoin
             PrevMed DS/UTDrive) to supported, more secure locations                                 support                             t
                                                                                  * Owners will have ample time and support to move data prior to 
                                                                                                                                        system retirement. 
    Moving to Cloud Storage
      Scope
      •  Why?
           •  The technology used to store departmental and individual documents is retiring.
           •  Moving to the next generation of storage:  Cloud storage
      •  Benefits?
           Moving from physical servers to cloud, which provides a higher level of accessibility, security and 
           efficiency
      •  What is affected?
           VolShare, Vol2Share, PrevMedDS, UTDrive, departmental drives, and MyDrive 
      •  Which tool?
           Several tools available
                                              **  Microsoft products and OnBase are all HIPAA & FERPA compliant
   Moving to Cloud Storage
    Current Storage Location Future/Cloud Storage Location
                 MyDrive                        OneDrive
                 VolShare                      SharePoint
           Department Drive               SharePoint/Teams
            Project Documents                    Teams
          Archived Documents (paper or          OnBase*
                  electronic)
                                                *Currently on Prem, but will be moving to cloud
       Moving to Cloud Storage
          Tool Choices
                             OneDrive                                               SharePoint/Teams                                                       OnBase
        •   Good for storage of personal/working                      •   Good for departmental and shared                          •    Good for documents that need to be 
            documents                                                     documents                                                      viewed/approved within 1 or more 
        •   Can share documents when you are ready                    •   Great for collaboration on Microsoft                           departments
        •   Access from anywhere by logging into                          documents (e.g. Word, Excel, PowerPoint)                  •    Workflow available
            O365.uthsc.edu                                            •   Access from anywhere by logging into                      •    Scan old archival documents, regardless 
        •   Strong security options to control                            O365.uthsc.edu                                                 of format (paper/microfilm/microfiche) 
            permissions                                               •   Strong security options to control                        •    Move electronic/digital documents 
        •   Current storage: MyDrive or your hard                         permissions                                               •    Maintains integrity of original document 
            drive                                                     •   Documents that are already in electronic                       in .pdf or .jpg format
                                                                          /digital format                                           •    Indexing allows for easy searching
                                                                      •   Current storage: VolShare or department                   •    Redaction available 
                                                                          drive                                                     •    Strong security options to control 
                                                                                                                                         permissions
                                                                                                                                    •    Current storage:  Filing Cabinets, 
                                                                                                                                         VolShare, department drive
        Cost:                                                         Cost:                                                         Cost:  
        All UTHSC faculty, staff and students have a                  All UTHSC faculty, staff and students have a                  •    UTHSC ITS pays for licenses and annual 
        license to OneDrive at no cost to them                        license to SharePoint at no cost to them                           maintenance.
                                                                                                                                    •    Departments are responsible for scanning, 
                                                                                                                                         workflow and special project costs.