““IncreasingIncreasing Efficiency and Collaboration Efficiency and Collaboration with Google Documents with Google Documents ::while saving time & avoiding while saving time & avoiding

frustration”frustration”

Alexandra YanovskiParsons, The New School For Design

PROMISES PROMISES &&

GoalsGoals

Save Time Save Time &&

Increase Increase EfficiencyEfficiency

Organize Organize Documents Documents

&& FilesFiles

Develop Develop CollaboraCollabora

tive tive Research Research ProjectsProjects

Overview:Overview:Cloud Computing: What is it?FERPA & Cloud Computing

Privacy IssuesGoogle Docs

DocumentsSpreadsheetsPresentationsForms

Limitations & Privacy IssuesQuestions

What is Cloud

What is Cloud

Computing?

Computing?

CLOUD CLOUD COMPUTINCOMPUTIN

G G ++

ACADEMIC ACADEMIC ADVISINGADVISING

FERPA & Cloud ComputingLevels of Data Classification: Restricted DataRestricted Data• Internal Memos &

Correspondence • Students:

i. Social security numbers ii. Student identification

number iii.Race, ethnicity, and/or

nationality iv.Gender v. Transcriptsvi.Grade reports 

 

FERPA & Cloud ComputingLevels of Data Classification: Restricted DataUnrestricted/Directory Data• Personnel Directory data• Campus Maps• Course Schedules• Brochures• Students:

i. Name ii. Addressiii. Phone number and email address* iv. Dates of attendance v. Degree(s) awarded vi. Enrollment status (enrolled/not enrolled)vii. Major field of study

Google Docs in a Nut ShellGoogle Docs in a Nut Shell

Key Benefits:

Collaboration --- Easy of Use --- Efficiency --- Cost --- Revision History

Google vs. Microsoft

Video Introduction: http://www.youtube.com/watch?v=eRqUE6IHTEA&hl=en_US

ChallengesChallenges• Account Set Up

– Google vs. University e-mail

• Restricted/Unrestricted data monitoring• Microsoft Compatibility Issues• GoogleDocs Folders Setup/Organization• Staff Training

Uploading Files to GoogleDocs

Types of files that you can upload:

Documents (up to 500KB)

•HTML files and plain text (.txt).•Microsoft Word (.doc, .docx), Rich Text (.rtf), OpenDocument Text (.odt) and StarOffice (.sxw).

Presentations (up to 10MB from your computer, 2MB from the web, 500KB via email)

•Microsoft PowerPoint (.ppt, .pps).

Spreadsheets (up to 1MB)

•Comma Separated Value (.csv).•Microsoft Excel (.xls, .xlsx) files and OpenDocument Spreadsheet (.ods).

PDF Files (up to 10MB from your computer, 2MB from the web)

Google Terms of Service

“Google does not claim any ownership or your content, and uploading your content into our systems does not change this. We do require certain licenses from you to publicly display or transmit data according to your wishes (eg a public Site or Document), but the content is not ours.

Google treats all data from Google Apps customers as "Confidential Information." We do not share or reveal private user content such as email or personal information with third parties except as required by law, on request by a user or system administrator, or to protect our systems. Unless prohibited by law, we always give our customers notice for such requests”

Getting Started