Unit 6 Collaboration

Objectives:
After completing this unit, students will be able to:
1. Identify key characteristics of file sharing systems
2. Define what version control is, and explain why it is important

Topic Information:
The term "file sharing" in this context means the ability for students to share a single file. This eliminates the need for one student to act as "scribe", compiling all of the other students' comments into a single document and then turning that in as the group's result. Due to file sharing, each student is able to change and add information in the file, so that an accurate representation of each student's contribution is documented.

Traditionally, instructors have left the choice and setup of file sharing to the students. However, some course designers are starting to provide a service for students to use. There are a few reasons for this change:

1. Ability of instructor to be included in the group, so that the instructor can monitor the activity of the group
2. Ability of the instructor to limit the authorization to just the students in the group, to prevent the possibility of students getting assistance from graduates or professionals
3. Keeping the document "in house", so that it cannot be shared with students at other institutions

Version control:
Version control is the term used to describe the management and tracking of changes to any document. Particular version control systems are usually associated with particular repositories or file sharing systems, although some version control systems can be installed separately.

Basically how version control works is that a user checks out a file. What is downloaded is actually a COPY of the file; the original remains in the repository. The user makes whatever changes he or she wants to make, and then checks the file back in. If no other users have checked out that file, the changes are integrated into the document, and new version is created.

If another copy of that file is checked out, the changes are saved separately. When the other copy is checked in, the changes are compared. If the two users changed different areas of the document, both changes are integrated. If the changes occur in the same location, thereby changing the same information in the document in two different ways, both users are notified of the conflicting changes, and sent copies of a proposed "updated" version. They approve or edit the changes. When both agree and accept the changes, the changes are implemented and the new version is logged.

Many version control systems provide archives, so previous versions of documents are kept. This is handy for a business that conducts support for other businesses. One company might have Version 2.1 of a document while another has Version 2.2. The ability to see exactly what the client sees is crucial in answering questions.

Examples of file sharing systems:
While there are many, and more keep popping up each day, the following are all free sites, and some provide secure login to protect file access:

• Dropbox : One of the most commonly used file sharing systems, it is free, has secure login access, and is Web browser connected, so that it does not depend upon a particular operating system. It works with privileges, so the owner of a file must grant access to other people before they can download a copy of the file.
• SkyDrive : Run by Microsoft, this service is not free, but it has only a minimal start-up cost. It is designed for Windows-based computers, but it allows access from any Windows-enabled device, including Android smartphone apps. It has one of the better version control and archiving systems.
• FileDropper : Originally designed as a web page file storage system, it is now more commonly used as a file repository. It does not maintain version control, so new versions of file overwrite old ones. It also does not have a secure password facility, allowing anybody with a FileDropper account to access your files.
• Google Docs : The most popular file sharing system in the United States, Google docs requires an account registered with Google (users do not need a Gmail.com account, but they must register their email account with Google before using Google docs). Like Dropbox, this system grants access to other Google docs users. This file sharing system has one of the best version control systems, as it even shows what user made what changes.
• RackSpace : A newcomer to the file sharing system, it is gaining favor as a Cloud system, so that the files can be accessed from anywhere. It also has a Live Chat facility, allowing multiple users to see and talk about a shared file at the same time. That is "real time" collaboration!

Support material:
Visual Guide to Version Control

Discussion:
Post in the Discussion tab what file sharing system you might suggest to your students. You can discuss one of the examples above or discuss a different one. Include in the post what is your reasoning for choosing that file sharing system.