How do I share documents securely?
Penn offers two services that allow faculty and staff to securely share documents.
These are the main features of SecureShare:
- Users may upload and download files via SecureShare and the application ensures that files reach only the intended recipients.
- Files are encrypted when they are uploaded, downloaded, and while being stored, and the system sends e-mail notifications to designated recipients when files are available for retrieval.
- Files are automatically deleted after they are retrieved by a designated recipient; files that are not retrieved within 30 days are deleted from the system.
- SecureShare is not designed to be a document storage facility
- Available to all Penn faculty and staff with a valid PennKey and PennKey password.
These are the main features of Penn+Box:
- Enables faculty and staff engaged in collaborative activities to securely share files with colleagues at Penn and other institutions
- A secure, local alternative to "cloud"-based commercial options such as DropBox and BaseCamp.
- Files are encrypted in transit and at rest, and all data are held at Penn, reducing some of the risks associated with commercial, cloud-based services.
- A free space option of 50 GB that will meet the needs of many teams or projects, and a more robust paid option, with fees based on actual usage.
- Available to all Penn faculty, staff, and students with a valid PennKey and PennKey password.
Visit the main Penn+Box website for more details and information about pricing.
These are the main features of Google@SEAS Drive:
- Share and collaboratively edit files with other Google@SEAS users.
- Sync files offline using the Google Drive sync tool.
- FERPA-compliant for storing student information.
- Unlimited storage.
- Available to all SEAS faculty, staff, and students who have opted-in to Google@SEAS.
You can find more information in the Google@SEAS Answers article.
Which Service Should I Use?
Use SecureShare to securely send a single document to one or more colleagues who have PennKeys.
Use Google@SEAS with other SEAS users who have opted to use Google Apps with their SEAS accounts. Note that while you can use a Google@SEAS account to collaborate with non-SEAS (personal) Google accounts, protections for University data are not applicable when shared outside the organization. Keep this in mind when collaborating on University data, such as research results or student information.