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Contributors:  Julia Kochi and Michael Kim

ToolProConPurposeIssues?Group(s) Using
Google Docs
  • Good for document collaboration; easy to view and edit at the same time
  • Allows editing together without having to share screen
  • Easy to grant permissions
  • Version control through revision history
  • Ability to track changes
  • Effective for the project lead or document owner to receive feedback (resolution, contributions, questions, thoughts) while working on the document.
  • Ubiquitous
  • Straightforward to use
  • Not UC sanctioned
  • If campus hasn't adopted Google, confusion with university vs personal login
  • Spreadsheets that are too large or complex are unwieldy to use in Google Sheets
  • How to structure info inside Google Docs (Data Curation)
  • Not playing well with Firefox so have to use Chrome
  • Might have to create separate/new account
  • Doesn't always download documents properly
  • Have to walk people through process of linking campus email to gmail account
  • Writing docs together
  • Writing policy
  • Providing (secure) links to google doc can sometimes lead to confusion over which google identity to use (personal or work). (GILS)
  • CoUL
  • GILS
  • Data curation
  • Ebook Usability
  • ILL
Google Drive 
  • Have had permissions issues
  • Security and privacy
  • Had to ask everyone's Google Email account names
  • Store final version of documents
 
  • Data curation
  • ILL
  • Schol Comm CKG
Sharepoint
  • Good for sharing documents
  • Only one person at a time can check-in on documents; not good for collaboration
  • Writing docs together
  
Word
  • Good for final version of document
  • One person had to be in charge for final editing.
  • Have to pass document around via email
  • Hard to control versioning
  • Writing docs together
 
  • ASAG
  • CoUL
UCSF Wiki
  • Good place to house final documents
  • Straightforward to use
  • Editing only available to chair/vice-chair (fixed)
  • No real-time collaborative editing tool
  • Hard to grant permissions
  • No version control
  • inability of editing for all group members
  • Sharing documents
  • Posting agenda and meeting notes
 
  • Ebook Usability
  • ILL
  • Schol Comm
Slack  
  • Quick communication
 
  • Future of UC Resource Sharing PT
Zoom
  • Intuitive to use, quick and easily usable
  • Ability to see people
  • Screen sharing is easy
  • not good for when in a big room
  • More than 2 people situation challenging (question)
  • Bit of a learning curve
  • Conference calls
  • Sharing screen
  • Doesn't think video is necessary; doesn't turn it on

  • CoUL
  • Data curation
  • DAMS
  • Ebook Usability
  • ILL
  • Schol Comm
GitHub  
  • unclear how being used
 
  • Future of UC Resource Sharing PT
Planio  
  • For strategic planning (agile boards
 
  • Future of UC Resource Sharing PT
Email
  • Simple to use
  • not good for urgent or quick response
  • Hard to look things up due to fragmented responses
  • sharing documents
In terms of quick/urgent questions, Slack might be helpful
  • CoUL
  • ASAG
Email Listserv
  • Straightforward to use
 
  • Unsettled discussions are conducted by email groups either in team or an off-shoot/subgroup
 
  • CoUL
  • Schol Comm
Box
  • Good to share/host documents
  • Used for agendas
  • Able to see UCLAS folder in same place as other (local?) folders
  • Facilitates group edits
  • Editing can be problematic at times. Need Box edit and it needs to be updated
  • Limited features regarding group edits

  • Hosting documents
 
  • CoUL
Phone  
  • hold meetings
 
  • ASAG
  • GILS
Doodle  
  • scheduling meetings
 
  • CoUL
  • ASAG
WhenIsGood
  • easy to use
 
  • scheduling meetings
 
  • GILS
LibGuides  
  • unclear how being used
 
  • GILS
UCOP Listserv 
  • problem managing listserv membership; no centralized support
  • Communication
 
  • Data Curation
  • DAMS
  • Ebook Usability
  • ILL
SurveyMonkey  
  • scheduling meetings
  
ReadyTalk
  • Easy to use, easy to set-up
 
  • hold meeting
 
  • ASAG
  • ILL
OneDrive  
  • unclear how being used
  • Mentioned by ILL CKG but unclear if using it for systemwide activities
 
CommentGroup
Although it is good to have Wiki as a “home space,” Google Docs/Drive combined with Zoom has been working better and intuitive to have a single meeting/working space. Data Curation

There is some sensitivity with sharing a common screen using a tool like zoom (people didn't necessarily want to show things like their desktop, or email coming in, or their own live video).

GILS

There's a need for real time communication and resolution of HR problems. Are there example from academic divisions, people working in labs, or business working groups of real-time or collaborative tools. Security/locked down is important. Need an app that facilitates the equivalent of a system-wide hallway discussion.

ASAG
If asked 5 years ago, his answer would focus on specific collaborative tools. Now the Google Apps suite is more ubiquitous. The challenge of each campus was to experiment w/tools, but the tools become barrier. [...] Time can be lost to troubleshoot/ overcome tech barriersASAG
  
  
  
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