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Ubiquitous Secure Document Storage and Sharing: A Case Study

This case study explores the implementation of a secure document storage and sharing system called PantherFile at UWM, focusing on the benefits, objectives, and the use of collaborative tools. The study also highlights the institutional and user community benefits, as well as the technical details of the implementation.

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Ubiquitous Secure Document Storage and Sharing: A Case Study

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  1. Ubiquitous Secure Document Storage and Sharing: A Case Study EDUCAUSE Live!March 27, 2007 Bruce Maas, Interim CIO Cheryl Ellsworth, Systems Integration Manager 1

  2. Overview • The environment • Incorporating system to meet objectives • The PantherFile environment • Applied uses

  3. UWM at a Glance Student Population: 27,840 Undergraduates: 23,640 Masters: 3,200 Doctoral: 1,000 Faculty and Staff:3,360 Schools and Colleges: 12 Undergraduate programs:155 Masters programs: 49 PhD programs: 20 Milwaukee UWM Campus 93 acres 3

  4. The Campus Context • Research Growth Initiative • Student “Access to Success” • Expanding campus footprint • Part-time, mobile & non-resident students Collaboration & collaborative tools are imperative!

  5. “Wise Use of Technology” Approach • Cost-savings through standardization • Project collaboration between centralized & decentralized IT • Embracing shared governance • Eliminating “haves vs. have-nots” • Consistent user experience • Simplification of IT acquisition, support & maintenance

  6. Core Service Teams • Major IT initiatives led by most qualified person • Faculty, student, functional & technical staff representation • Goal to make enterprise services amenable to 80% of campus users • Commitment to values & civility

  7. IT Goal: Facilitate Collaboration • File & document storage (Xythos) • Web content management system (Paperthin Commonspot) • Mail & calendar suite (Zimbra) • Deploy "loosely coupled" applications rather than monolithic enterprise solutions

  8. Objectives • Cost-effective and secure • Easy & non-technical to use, flexible • Available both on and off campus • Adaptable to changing campus computer environment & user needs • Allows units to retire LAN storage

  9. Users in control of: • What is shared with campus colleagues • What is shared with outside partner colleagues • Locks, logging, sharing, versioning, and tickets • Read, write, delete, permissions Woo-hoofor control freaks!

  10. Institutional Benefits: • Security • Scalability • Reliability • More effective deployment of storage solutions and staffing • Business process improvement • Reduction in strain on e-mail system • Cost-savings for printing & mailing

  11. User Community Benefits: • Collaboration on & off campus • Security • Accessibility • Flexibility

  12. Facts • Unlimited licenses (UW System license) • 11,500 users w/650 GB storage space • 874,430 files • 1 GB faculty/staff quota • 250 MB student quota • 25 GB largest faculty allotment

  13. Environment • Redundancy, performance & expandability • Load balancing & ability to swap servers • 3 SUN Web servers • SUN QFS meta directory with failover • Open LDAP • Oracle database server with hot spare • 2.8TB storage on Infortrend EonStor JBOD

  14. Departmental Group Shares • Used with Xythos drive software • Supported by LAN administrators • Benefits: □ Reduce costs - LAN storage replacement □ Improve department efficiency □ Enhance campus file-sharing

  15. Business Process Improvement • Office of Charter SchoolsManaging compliance documentation • UWM Libraries-Amer. Geog. Society Supplying GIS data • UWM Search CommitteesProcessing 100’s of applications

  16. Research and Collaboration • College of NursingSharing reports with colleagues • Lubar School of BusinessWorldwide research collaboration • UWM Testing CenterData accessibility

  17. Teaching and Learning • Student Accessibility Center Delivery of course materials for students who are visually or physically impaired or need assistance with written word • Peck School of the Arts Dance program videos

  18. Remote Access • College of EngineeringMagazine design • University RelationsWorking from remote location • Graduate School studentsWorking from multiple locations

  19. InfoWorld 100 Award Recognition For incorporation of a secure enterprise content storage & collaboration solution Xythos Innovator Award For delivering services to students with disabilities Bruce Maas, bmaas@uwm.edu Cheryl Ellsworth, elsworth@uwm.edu

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