Document Storage

NE49 Tech supports the following MIT approved document storage and sharing services.

Local Storage (MIT Laptop)

  • Use with non-MIT owned equipment (laptops, desktops, tablets and phones) is prohibited.
  • 500 gigabytes of storage (including your computer's operating system and applications).
  • Personal files may be stored on your MIT laptop but cannot impact MIT business and may become part of the MIT record.
  • NE49 Tech preserves your laptop's documents using MIT's backup solution CrashPlan.
  • CrashPlan checks for changed documents in your computer's Users folder every ~15 minutes (including Desktop, Documents, Pictures, Music, and Videos).
  • Documents saved outside of your Laptop's Users folder are not backed up.
  • CrashPlan keeps a copy of your changed files every time it backs up and preserves:
    • Incremental versions for the last week
    • Daily versions for the the last 90 days
    • Weekly versions for the last year
    • Monthly versions for each additional year
    • Backups can be restored by the employee
  • Backups of deleted documents and their previous versions are destroyed after 30 days.
  • Documents stored on an employee's MIT laptop are the responsibility of the employee. Backups will be deleted 60 days after the employee's departure.

Outlook (MIT Email)

  • Using the official Outlook app is encouraged. Android, Mac, and iOS
  • 100 gigabytes of storage, with an additional 100 gigabytes of online archive available upon request (Outlook required).
  • Not appropriate for sending Medium Risk or High Risk documents.
  • Deleted items can be recovered up to 14 days after emptying the recycling bin.
  • Forwarding your MIT email is prohibited.
  • Shared Outlook resources such as resource calendars should be requested from NE49 Tech.
  • Outlook data, including personally shared calendars and inboxes are the responsibility of the employee and will NOT be preserved upon the employee's departure.

Network Shares (M: & R: Drives)

  • Use with non-MIT owned equipment (laptops, desktops, tablets and phones) is prohibited.
  • 2,000 gigabytes of storage shared among all members of the department.
  • Can be used to share High Risk documents with members of the MIT Community using the VPN.
  • Document storage and access will be audited quarterly by NE49 Tech.
  • Deleted documents and versions are preserved by IS&T:
    • Nightly backups for two weeks
    • Weekly backups for ~178 days
    • Backups may take up to 72 hours for IS&T to restore
  • When working remotely documents should be saved locally and then copied to a network share.

Dropbox

  • Use of non-MIT licensed Dropbox account is prohibited. (Employees must log in via Touchstone.)
  • 500 gigabytes of storage for personal Dropbox and 500 gigabytes for Team folders.
  • Appropriate for the real-time collaboration of Medium Risk documents with members of the MIT Community.
  • Documents stored in Team folders created by NE49 Tech will be preserved and audited by NE49 Tech.
  • Documents stored in the MIT Dropbox\USERNAME folders are the responsibility of the employee and will NOT be preserved upon the employee's departure.

OneDrive

  • Use of non-MIT licensed OneDrive account is prohibited. (Employees must log in via Touchstone.)
  • 500 gigabytes of storage for personal OneDrive and 500 gigabytes for SharePoint sites.
  • Appropriate for the real-time collaboration of Medium Risk documents with members of the MIT Community.
  • Documents stored in SharePoint sites created by NE49 Tech will be preserved and audited by NE49 Tech.
  • Documents stored in an employee's OneDrive are the responsibility of the employee and will NOT be preserved upon the employee's departure.

Google Drive

  • Use of non-MIT licensed Google Drive account is prohibited. (Employees must log in via Touchstone.)
  • 500 gigabytes of storage for personal drives and 500 gigabytes for Shared Drives.
  • NE49 Tech does not support the use of Google Drive for MIT business.
  • Documents stored in an employee's Google Drive are the responsibility of the employee and will NOT be preserved upon the employee's departure.

DropSecure

  • Used with a MIT licensed account (does not use MIT Touchstone).
  • Can send up to 20 files with a total maximum limit of 10GB. (Multi-file zip download is limited to 500 MB t a time.)
  • Can share High Risk documents with people outside the MIT Community..
  • Documents shared with DropSecure are only preserved for seven days.