University Information Technology offers the file storage options for MSU users for storing MSU Owned data on our file storage page. To choose the right location for the data you need to store, please refer to the table found on MSU's Data Storage Security information page. Refer to MSU's Enterprise Data Stewardship page for more information on relevant policies.

What is One-Drive?

OneDrive for business is a cloud storage service provided by Microsoft for your personal work files. OneDrive serves as individual storage space. It is valuable to use for documents the only involve you or are only meant for you, such as: 

  • Documents that you are in the process of creating before sharing 
  • Records sent to you for review 
  • Personal records such as a resumé 

This is similar to a home (F:) drive. Unlike a home drive, however, end-users are able to grant access to their OneDrive to others. 

Anybody granted access to a file in OneDrive with editing privileges can share that file with others. If you anticipate a file needing to be accessed by a large group of people, move it to your Teams site or other shared repository instead of keeping it in your OneDrive.

Advantages 

  • OneDrive reduces the reliance on email and therefore reduces email overload. 
  • By allowing web-based access, OneDrive eliminates the need to email files to yourself or download copies. 
  • Multiple people can edit a document remotely. 
  • Users can access their personal OneDrive accounts via the web without having to use a VPN to log into their desktop.  

OneDrive, MS Teams, and SharePoint 

OneDrive, MS Teams, and SharePoint form a network of functionality within the Office 365 ecosystem. It is important to use the appropriate platform when working on, sharing, and storing university records.

OneDrive 

Acts as cloud storage for: 

  • Documents requiring collaboration but not other functionality associated with a Teams site. 
  • University documents not ready to be shared. 
  • Copies of university records whose originals are stored elsewhere (for example, unit to unit sharing as a better alternative to email). 

Records shared via OneDrive remain connected to their original owner. If you leave UFV and your account is removed, the original files will be difficult to recover if they had not already been stored elsewhere. Additionally, extensive sharing through OneDrive will create a complicated network of permissions since unique permissions will be set for each individual file and/or folder that is shared. 

MS Teams 

MS Teams is a collaborative tool that uses Channels, posts, and tags to enhance its functionality. The files uploaded within a Teams Channel are stored in an associated SharePoint site which can be accessed through the Teams page. 

SharePoint Teams Sites

SharePoint acts as the storage location for anything uploaded to Teams channels or channel posts. All members of a Teams site have access to these document libraries. 

Managing Records in OneDrive

Your OneDrive is not meant to be a central location for storing university records. Records must be transferred to approved central storage locations or collaboration sites when documents are ready for review or for sharing. When staff leave the university it is more complicated to recover records from your personal storage. Refer to MSU's Enterprise Data Stewardship page for more information on relevant policies.

What to Store in OneDrive

  • Information about you as an individual such as your resume or contract
  • Early drafts of document not yet ready for review
  • Personal research

What not to Store in OneDrive

  • Documents meant to be access by a team
  • Official documents
  • Personal materials not associated with MSU
  • Material required to be saved on confidential servers like Knox

Tips / Recommendations 

  • Have a schedule for reviewing and cleaning your OneDrive. Transfer records out of OneDrive and into your central repository regularly. 
  • Follow similar naming conventions and folder structures in your OneDrive as are used within your organization’s shared network drive. 
  • When leaving a position, transfer any relevant records to your unit’s central repository according to standard offboarding procedures, then delete all remaining material.
  • University records and information must be managed no matter where they are kept. Do not allow any system or repository to become a dumping ground for files!
  • When using Office 365 tools, access must be actively managed and reviewed on an ongoing basis. Updating access when changes to unit staffing occurs is critical.
  • Find more information on retention schedules on MSU's HR Policy's page.