Summary of Findings
Due to budget cuts, cost containment has been a major focus in the education sector. At

the same time, there has been a rising demand for cost-effective, software that will

support the education system by providing learning and administrative services. This

study speaks about how the deployment of cloud storage enables those who work in

the education sector to meet these new challenges. Today’s students are more

technologically inclined and have a great aptitude to use web-based applications.

Educators need to efficiently create, store and share learning resources among their

peers, students, and parents that provide them easy access and are available

anywhere, anytime to an internet connected device. Apart from teaching, educators also

need to manage and monitor the quality of the education delivered in schools. The

system used should be user friendly so that minimum training is required to use them. Also,

educational institutions are constrained by cost containment and are required to ensure

compliance with regulations specially pertaining to security and privacy. The system

should have the capability to protect the privacy and confidentiality of information. Cloud

storage has emerged as the optimal solution to meet the requirements of cost

containment, pervasive access and real time availability of service with a scalability web

based architecture for accessing data and providing to meet the growing demand. An

education system support based on cloud storage will eventually help in efficiently

managing the education system in an institution. This study explores the capabilities of

cloud storage as a cost effective solution for implementing an education support

system. To prove the point, a web based storage system called Google Drive was

selected as the best cloud storage solution.
Key words: Cloud Storage, Education

Background Information
Cloud Storage is a backup and storage service on the Internet. There are numerous third-party providers that let users upload and store any type of computer file. Falling under the umbrella of "cloud computing" and also called "online storage" and "public cloud storage," the customer's files can typically be shared with or without passwords to anyone who has Internet access and a Web browser. Many providers offer a limited amount of disk space for free with monthly fees for higher capacities, while others charge per-gigabyte-per-month with no free option. (PCMag.com,2013) Cloud storage is generally believed to have first been developed by Joseph Carl Robnett Licklider in the late 1960′s. Licklider, also known as J.C.R., is considered by many computer historians to be one of the biggest names in the history of computing. (Maynard, 2013)
Due to the growing need of infrastructure, educational institutions, businesses, and organizations have to spend a large amount on their infrastructure to fulfill the needs and demands of the users. Cloud computing is a next generation platform that allows institutions and organizations with a dynamic pools of resource and to reduce cost through improved utilization. Recently, many education institutions are facing the problems with the growing need of IT and infrastructure. Cloud computing which is an emerging technology and which relies on existing technology such as Internet, can be a solution to such problems by providing required infrastructure, software and storage. In this case study, a basic research has been carried out to show how cloud storage can be introduced in the education sector to improve teaching, agility and remain cost efficient.

Problem Statement
Cloud storage saves space, money and time for teachers, parents, students and administrators. Many educational institutions are looking for effective ways to manage data sharing while also remaining cost efficient. The key is to look at cloud storage systems that allow educators to share data with their peers, students, and parents. As cloud storage systems become the tool of choice for data storage solutions, the amount of cloud solutions have increased in the market. The problem is to determine which cloud storage is the most cost efficient and provides the needs of the institution.
Analysis of Alternatives
Cloud storage has many benefits to offer educational institutions. Many companies are now offering their version of a cloud storage system. While there are many systems to select from, Dropbox, Google Drive, and Microsoft SkyDrive are some of the more popular storage systems. We will compare the amount of storage, price, platform features, supported file types, and security for each system.
Dropbox is a cloud-based file storage with the ability to share with others. The basic
Dropbox account begins with 2GB of free storage. They also offer a referral program. Account holders can earn 500MB of extra space for referral to Dropbox. A maximum of 18GB of storage can be earned through referrals, allowing for a total of 20GB (with the includedt initial 2GB).
For more storage, users can select the Pro Dropbox account that offers 100GB, 200GB and
500GB from $9.99, $19.99 and $49.99 per month or save 17% by paying $99, $199 and $499 yearly. The Dropbox desktop application is available on Windows, MAC OS, and Linux.
Dropbox is also available on iOS, Android, and Blackberry. Dropbox is the only service that currently supports Linux and BlackBerry. Some of the features provided through Dropbox are a camera upload feature that can used to earn free space. They provide an unlimited undo history feature for an $39 a year, it is only available with a Pro Dropbox account. Uploading files through the Dropbox website has a limit of 300MB, but uploads through the Dropbox desktop app have no file size limit. Files from your Dropbox can be shared with Facebook groups. Dropbox does not have an online document editor which means files only can be downloaded. Microsoft Office files, Apple iWork files, audio/video files, images, and PDF files are all viewable on the Dropbox app via smartphone or tablet. Documents cannot be edited with the app but can be opened with another editing app. For added security, Dropbox has a 2-step verification feature when logging into your account through their website. A standard email and password login is followed by a second punch-in of a security code sent to your smartphone by
SMS or by using the Google Authenticator App. The Dropbox mobile app uses a 4-digit passcode. Google Drive is a file storage and synchronization system that was created by Google.
Google Drive is available within your Gmail account. There is an initial 5GB of free storage space for basic accounts. A wide variety of plans are available for purchase if additional space is needed. Plans range from 25GB for $2.49 a month to 16TB for $799.99 a month. Upgrading to any account will also provide the same amount of storage in Picasa while your Gmail Storage is upgraded to 25GB. (Toor, 2012) Google Drive is available on Windows and Mac OS. It is also available on iOS and Android. Google Drive allows the ability to disable automatic deletion of old versions. That means you can keep all file revisions as long as you want, but doing this can max out your storage space quickly. Google Drive is also an online document editor which converts Microsoft Office documents into a Google Document before editing. There is a file size upload limit of 10GB on the desktop app and website version. The Google Drive website supports files like Adobe Illustrator, Photoshop files, Autodesk AutoCad files and
Scalable Vector Graphics files. Microsoft Office documents can be viewed, but can only edit it after converting it to a Google Docs file type. The Google Drive app does not fully support viewing the files like the website. However, you can do basic edits to Google Docs files and view movie files through the app. Google allows you to control who has access to the files.
Google provides a 2-step verification feature to log into your account through their website.
SkyDrive is a file hosting service that allows users to upload and sync files to cloud storage and then access them from a Web browser, tablet or mobile device. SkyDrive provides
7gb of free storage. Users can also purchase add-on upgrades that range from 20GB for $10 a year and 100GB for $50 a year. SkyDrive is available for Windows and Mac OS. They have their own app for Windows phones and it is also available on iOS and Android. The SkyDrive desktop application allows you to access every file on the PC it is installed on. As long as your
PC is turned on, connected to the internet with SkyDrive running, you’ll be able to access all your files through the SkyDrive website. SkyDrive also has Microsoft Web Apps which include
Microsoft Office Word, PowerPoint, Excel and OneNote on the web browser. Although it does not have every feature found on the desktop application, it is sufficient enough for quick editing jobs. The OneNote mobile app that works together with SkyDrive, allows users to take notes that automatically syncs and uploads to SkyDrive. SkyDrive allows users to access deleted items for up to 30 days. Most Microsoft Office file types can be viewed and edited with the Microsoft
Web App. The website version supports slideshows for images and PowerPoint files. The
SkyDrive app only allows users to view files. SkyDrive sends a security code to your secondary email address when accessing sensitive information like editing your contact information or connecting your PC for remote access.

Detailed Recommendations
Based on the analysis of the various cloud storage systems, I recommend Google Drive as the best system for an educational institution. Google Drive is easily accessible for educators, students, and parents by simply signing up for a Google account. It can be accessed from computers, smartphones, and tablets. Google also provides other apps that are designed to be used along with Google Drive. This is known as Google Apps for Education. An educator can upload a newsletter or homework to Google Drive and students or parents can access it from home or their smartphones. Educators can also share files with their peers. If students are working on a group project, they can work on the same document in real time and they can share different documents with each other. Students can also share their work with their teacher or parent for editing and review, without emailing or printing, making it simple to view in-line comments and edit their work. (MacQuarrie, 2013) Google Drive can be used offline if you don’t have access to an internet connection. It will automatically update and sync once you have connection to the internet. Google Drive supports a variety of files like Adobe and AutoCad files which makes it easier to view those files online. Google Drive has the ability to open and edit any type of file online. If we want to be able to view and edit a wide range of files online,
Drive provides all of the tools necessary without having to down load the files. Google
Drive offers plans that are more cost efficient, while also offering more storage for free up front. Plans range from 25GB for $2.49 a month to 16TB for $799.99 a month. It is also secure with a 2-step verification which is linked throughout your Google account and other services. Google Drive is the best for online storage, file sharing, editing, security and cost. Implementation and Evaluation
Google Drive can easily be implemented into virtually any educational system. Using

Google Drive for our cloud storage solution was an easy decision since we are a Google Apps

for Education school district. Being that Gmail (Google’s mail service) is widely used in

the district, account setup is no longer required for initial setup. Since students already have

Google accounts, the transition and learning curve required for implementing Google’s cloud

solution allows for a transparent implementation. Though the 5GB basic storage limit is not the

largest among the solutions compared, it provides adequate space for the needs of most

educational needs.

Minimum basic functionality training should be provided to educators to then be passed

onto students and parents. An excellent way to introduce faculty to the technology is via

professional development, which is provided to all educators. These seminars are often

conducted in mass, on predetermined days set aside that do not interfere with student instruction.

Teachers can then transfer functionality basics onto students via classroom instruction. Parents, if

willing can utilize PTO meetings where they will be encouraged and educated on how to access

their child’s cloud information. Implementing Google’s cloud solution, has allowed teachers,

students, and parents more flexibility to communicate with one another. It has also cut back the

cost of paper supply and taken the place of flash drives which can be easily misplaced.

Appendix

Dropbox Google Drive SkyDriveReferences
Cloud storage Definition from PC Magazine Encyclopedia. (n.d.). cloud storage Definition from PC Magazine Encyclopedia. Retrieved December 15, 2013, from http://www.pcmag.com/encyclopedia/term/60889/cloud-storage

MacQuarrie, A. (n.d.). Why Google Drive is the Perfect Tool for Online School Students. K12 Parenting & Educational Resource Center. Retrieved December 14, 2013, from http://blog.k12.com/educational-technology-and-tools/why-google-drive-perfect-tool-online-school-students#.UrEyWJEUy0t

Maynard, J. (2013, January 3). Cloud Storage – the First 50 Years. Online Photo Backup, Lightroom Mobile App iPad, Cloud Storage. Retrieved December 15, 2013, from http://www.mosaicarchive.com/2013/01/03/cloud-storage-the-first-50-years/

Toor, A. (2012, September 29). The Verge. The Verge. Retrieved December 13, 2013, from http://www.theverge.com/2012/9/29/3428972/google-spring-cleaning-drive-picasa-storage-consolidation