Why Can’t I just use Dropbox? A comparison of cloud file storage platforms used for research

Abstract

Objective: Many researchers use cloud file storage platforms such as Box and Google Drive as the sole data management platform for all of their research data throughout the course of their projects. Researchers have lost access to their preferred platforms due to changes in licensing agreements and cost to their institutions, leaving researchers to figure out a new system on their own. This paper describes differences between these platforms that affect research data workflows. Methods: We selected four commonly used cloud file storage vendors (Box, Dropbox, Google Drive, and Microsoft SharePoint/OneDrive) to assess. The authors read public user documentation for the platforms and identified several differences, such as maximum file size, that could affect research data workflows. For each difference, we recorded the specifics of each platform then narrowed the scope to features that vary across the platforms. Results: We identified three areas where cloud platforms differed in ways that affect data management: data stewardship, storage capacity, and file organization. Data stewardship is affected by variations in the platforms’ approaches to individual vs. group ownership of files and how user roles are defined and assigned. The platforms also differ in limits on total capacity, individual file size, total number of files, and the amount of data that can be moved in and out of the platform. Some of these limits vary by access method (e.g. API vs web interfaces). Finally many differences affect how data can be organized, such as number of files per folder, synchronization, and file sharing restrictions. Conclusions: Some research data workflows may be negatively affected by moving between cloud file storage platforms. Researchers will need assistance identifying differences between the platforms and modifying disrupted data workflows.