Document Management

UC Berkeley students, faculty, and staff have several options for managing and storing documents as well as for applying business process workflow to their documents. The table below can help you decide which option may work best for your needs.

Questions to Consider

  • Do your documents contain sensitive information (e.g. identifiable student or staff information)? If so, be sure to choose an option that has a data security level of PL2 or higher.
  • Will you only need to store and view documents, or, will you need automated business process workflow (e.g. review and approvals)? Box and Google Drive are great options for storing, sharing, and viewing documents but Imagine and CalShare are the better choice if you need automated workflow.
  • Will your business process benefit from having your documents and associated data (e.g. SID, invoice number) exchange information with another system (e.g. a system of record)? Imagine may be the best option if you need to integrate with BFS, BearBuy, SIS, CalCentral or other campus systems. All the other tools have some integration with APIs but view the detailed comparison for more information.

Options for Document Management

View more detailed comparisons

 

Imagine

CalShare

Box

Google Drive

Enterprise Storage

Description

Robust enterprise-level document management and automated workflow system. Ideal for streamlining business processes. Optional integration with systems of record such as BFS, BearBuy, SIS. 

Cloud-based service for creating and managing content. Create and share sites, documents, images, lists, discussions, and surveys with Web-based authoring and simultaneous editing for Microsoft documents.

Simple, secure file sharing and collaboration option including simultaneous editing of Word, Excel, and PowerPoint.

Online storage and collaboration solution. Offers unlimited storage, and includes integrated access to Google Docs, Slides, Sheets, and Forms.

Traditional file storage and retrieval service available for customers who need a network attached share to store files or data. 

Eligibility

Staff, Faculty

Staff, Faculty

Students, Staff, Faculty

Students, Staff, Faculty

Staff, Faculty

Data Security Level

PL2 

PL2

PL1 

PL1

PL2 

 

Cost

Unlimited storage with no direct charge to users. 

$53 per month with 1 GB storage. 

Unlimited storage with no direct charge to users. Included in the cost of IT Productivity Suite

Unlimited storage with no direct charge to users. Included in the cost of IT Productivity Suite.

Utility tier = 5 cents/GB
Performance tier = 20 cents/GB

Workflow Automated workflow and document indexing. Simple or sophisticated workflows, including built-in workflows from SharePoint Design. Simple workflow, including task assignments, due dates, and comments on files.

Limited workflow; ability to assign tasks and comments on files.

No workflow
Get access and more info

Request Service
Learn more

Log into CalShare
Learn more

Log into Box
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Login to Drive
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Request Service
Learn more

Contact the service provider

IST Imagine Team
Website | Email

IST Platform Integrations
Website | Email

IST bConnected Team
Website | Email

IST bConnected Team
Website | Email

IST Enterprise Storage Team 
Website | Email

Keywords: document, management, storage, workflow, work flow, retention

Service details

Quick Links

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Contact

Eligibility

  • Faculty
  • Students
  • Staff