Where should I save my files?

Issue

What are my storage options?

Where should I save my files?

How can I access my files from home?

What tools should I use to manage my files or documents?

 

Environment

CofC Employees

Applies to college data

 

Cause

To modernize data storage and collaboration, the College of Charleston is moving to cloud storage options over on-premise file servers. To learn more, see article, Why Use Cloud Storage?

 

Resolution

Use Microsoft Office 365 tools to store, share/collaborate, or publish files:

  1. Use OneDrive to store Personal Work Files
  2. Use Teams to share and collaborate on departmental/divisional/team files.
  3. Use Microsoft Stream to store and share video files.
  4. Use The Hub (the new Intranet) to publish finalized files/documents to the whole college community (for example, CofC survey results).

 

Where you store your data will depend on what it is used for and who will need access to it. Consider if the data is for your use only or if others will need ongoing access, whether the data will be static or dynamic (are their any scheduled processes updating it?), and what happens to the data if your employment ends. A short description of each tool with recommendations is written in the below sections.

 

Take note, where not to save your files:

  • Email -- Your email account is not a storage system. It is best to save files that you receive in email somewhere else if you would like to access them later. 
  • Local Hard Drive (C:\) -- Your computer's hard drive may crash or you may have another issue that requires it to be wiped. It's possible that not everything on your hard drive is backed up, so if something happens to your computer, you may lose data. Also, eventually saving files on your hard drive will start to impact the performance of the computer as the storage space fills up.
  • A Flash Drive -- A flash drive could be lost, stolen, or the files could become corrupted resulting in data loss.
  • SecureShare -- SecureShare will only retain uploads for up to 14 days, and then the file will be deleted. This is a great tool for send files securely to other people, but it is not a storage option.

 

Personal Work Files - Microsoft OneDrive - Managing Your Own Files 

If you are working on a file for yourself, save it to OneDrive. OneDrive files are private unless you share them with others. Sharing files can be useful if you want to grant someone temporary access to the file, but if ongoing collaboration or access is needed, consider moving that file to Microsoft Teams instead. If your employment ends, others in your department will not be able to access files you shared with them from OneDrive, but they will be able to access files stored in the team channel.

Anyone who has been around a while is familiar with saving files in their user folder on the \\wharfside server (often referred to as the 'U Drive'). Files saved in a person's user folder were only accessible to that individual, making collaboration efforts time consuming and difficult. A better approach to storing your files is using OneDrive. Any files that are stored on the U Drive should be migrated to your OneDrive. See the article, Migrate Files From Wharfside to OneDrive, for instructions on how to migrate your data from your user folder to OneDrive.

New to OneDrive? Get Started with OneDrive

 

Collaborative Team/Department Files - Microsoft Teams - Ongoing Collaboration with a Team

If multiple people need access to the file, especially on a regular basis, you should save the file in a place where everyone already has access. While it is possible to share a file from your OneDrive account, others may lose access to that data if your employment ends. The best place for collaborative files will be on the Files tab for your team in Microsoft Teams.

You can create a team for your whole organization, division, department, or just a small collection of people working towards a common goal. Before creating a team in Microsoft Teams, think about the goal, project or work items and who should be part of the team to deliver that goal collaboratively. Owners of the team can manage access by adding or removing members.

Teams uses Channels, dedicated sections within a team to keep conversations organized by topic. Channels can be open to the entire team, or can be made private to limit the conversation to a select group of people. Each channel has a Files tab where files related to that topic can be organized. You can do much more with Teams than share and work on files. This collaboration tool also provides a place for your team to have conversations, keep notes, have meetings, make calls, screen share, assign tasks and more. It seamlessly integrates with other Microsoft Office 365 apps and integrates with many popular third party apps as well.

New to Teams? Get Started with Teams

 

Video Files - Microsoft Stream - Sharing Videos with the Community

Video files can be securely shared on Microsoft Stream. Share recordings of classes, meetings, presentations, training sessions and more.

More information about Microsoft Stream (getting started, groups, channels, live events, discovering content, sharing videos, managing content, etc.) can be found on Microsoft's documentation page, What is Microsoft Stream.

 

Static Reference Files - The Hub (Intranet) - Sharing with the Community

Do you have finalized files that you would like to share with the entire college community? You can share these files by publishing them on our new Intranet site, "The Hub," coming soon!

More information on this topic will be posted later when available.

 

Keep in Mind

  • Network servers, OneDrive, Teams, Stream, and SharePoint are for official College business only. Please do not upload your iTunes library, personal pictures,etc. – only College-related data please.
  • Do not save your entire local drive to a network server or OneDrive. To back up an entire hard drive, use an external hard drive.
  • It is up to you to ensure you are abiding by College standards when using the service. Check policy guidelines before moving Protected Information to OneDrive. Refer to the College’s Privacy Policy and Procedure on the Security of Protected Information at http://policy.cofc.edu/documents/11.1.pdf
  • Many people have been using Google Drive to CofC save files for years. However Google will be changing its storage policies in 2022, which will impact how much we can continue to do business with this tool. For this reason, we highly recommend using OneDrive cloud storage over Google Drive.

 

 

Do you still need help?  Create a support ticket and someone will contact you.

Details

Article ID: 34632
Created
Tue 8/1/17 11:01 AM
Modified
Tue 6/28/22 4:44 PM

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