Thing 6

Many people consider the cloud simply as a place to store files or images somewhere else, usually because the device they are using has limited capacity, or because they want to share them with others. You might have used Dropbox or Google Drive or other services in this way. Griffith (2016) explains: “In the simplest terms, cloud computing means storing and accessing data and programs over the Internet instead of your computer’s hard drive.”

Some of the more common examples of cloud computing include Microsoft OneDrive, Microsoft Office Online, Microsoft SharePoint, Google Drive, Apple iCloud, Amazon Cloud Drive and Dropbox. So, what are some of the benefits and the risks of cloud computing?

Benefits (note: not all systems have all capabilities)

• Access to files from any device, anywhere
• Easy sharing of files
• Option to set permissions for different people: view only or edit
• Simultaneous editing by multiple users
• File synching across devices
• Offline access to files
• Increased storage capacity
• Increases participation opportunities for remote and working from home colleagues
• Version history available.

Disadvantages and Risks

• Cloud-based applications may have limited features compared to desktop version
• May not support all file types
• No control of system outages
• Costs of storage: some services provide a limited capacity free of charge, with additional monthly fees for extra storage
• Security: it’s common to have security software installed on a computer, however many people don’t extend that to their mobile devices

Staff at CDU have access to both SharePoint and OneDrive, with each used for different purposes. OneDrive is personal and made for individuals to share files with others: a staff member can create a file and allow others access to view and/or edit. The individual determines who has access to the file and what they can do with it. SharePoint file repositories are managed by the organisation, with permissions set at various levels determining who can access particular items. As an example, CDU VET Lecturers use SharePoint to access VET Resources and Forms (templates) and to store and access completed and validated teaching resources. Through the organisation wide SharePoint, staff can also access Yammer, the enterprise social network helping to build communities of interest to bring people together around shared topics, interests, or areas of practice. You might like to look for and join the 23 Things group.

Microsoft OneDrive is available to all CDU staff and students, and this 1 minute video gives a brief introduction.

For more information about OneDrive at CDU, staff are referred to OneDrive for Business at CDU.

You may also want to watch this short video explaining in more detail how to use OneDrive to store and share files.

Additionally, there are more introductory and advanced user videos available through LinkedIn Learning (accessed via the Portal) and YouTube.

The 1 Minute CPD website hosts a suite of (1 minute) videos covering many of the tools contained with Google Drive, including Slides, Docs, Sheets, Chrome and Forms. With these applications you can create and share documents, spreadsheets, a range of forms and screencasts; storing, then sharing them through your own Google Drive account.

However, there are a few things to consider before sharing information to a cloud-based server:

• Do the files contain any sensitive information?
• Are the files yours to share, or do you have permission to share?
• Who will have access to the files, and what level of access?
• How long will the files be stored in a cloud-based service?

With that in mind, try some of the activities above.