Documentation:CTLT Open Learning Design Group/Project Management Tool

Goal

Learning Commons Project - Partner with UBC Library. Currently 2 student staff from the library, 2 UBC Library Staff, 2 CTLT Staff (Rie and Lucas) are working on projects. Students staff tend to change every 1~2 semester.
Digital Tattoo Project- Partner with UBC Library and University of Toronto. Currently 3~5 student staff from University of Toronto, 1 staff from University of Toronto, 1 library staff, 1 student staff and 2 CTLT Staff (Rie and Lucas )

We use the discussion feature to give student staff feedback on the production they have worked on. usually we have 2~3 staff members, and 2~3 students giving feedback to the work.
We store graphics, passwords, reports, etc on file.
Keeping and searching record on past activities (archive function). For example, if a new student staff is working on podcast, the new student staff can search through what the previous student did on podcast.
Securely sharing draft of the project

Flexibility with the contract: Need to support students and external staff/external student staff. Since we work a lot with student staff, there are a lot of in-and-out of staff. So we need flexibility around the contract. The projects are long term based. (2 of the projects were active since 2008).

FIPPA compliant - in Canadian/ or UBC Local server.
File storage: Ability to store and organize files.
Discussion capability: Discussion feature where you can easily give a feedback to student's work.
low-barrier: Requires low technical skill since most of the student staff working does not have programming skill.
Notification feature - people working on projects will get notified via email if someone post a discussion.
Sustainability:Needs sustainability and support - if something goes wrong, then there's someone I can talk to about. Ideally supported by UBC so that there's historical record on it.
Ability to access easily: It needs to have easy access to tool for people located in different location.