When to Use Teams, OneDrive, J Drive, M Drive, C Drive and Office 365 Groups

The purpose of this Knowledge Article is to help SVSU employees determine which file storage location best fits their office work flow. 

It is important to note that any files containing sensitive data like SSN or Credit Car information, or FERPA, HIPAA, or PII data must be encrypted while at rest.  This means, files containing this type of information will require a password, per file, to view the contents. SVSU discourages storing files on portable data storage media, or cloud destinations like Dropbox, Google Drive, or Apple iCloud.​​​ For more information, view the Internet and Network Resources Acceptable Use Policy under General Regulations. 

Teams or Office 365 Groups

Office 365 Teams and Groups include communication tools and file storage and sharing.  The strength of Office 365 Teams and Groups is not as a file storage location but in its ability to manage communication, notes, and files related to a focused idea.  Teams and Groups might be used for:

  • Short-term or long-term projects that require email communications, meeting notes, and related documents to be stored within one access point.
  • Files that need to be shared among multiple offices across campus.
  • Combining email communications, notes, web resources, and documents related to a common theme.
  • Total storage = 25 Tb/Team
  • Per file upload max = 250 Gb/file

OneDrive

OneDrive for Business is an online file storage location available to individuals to store files that fit the following parameters:

The file:

  • will be viewed/edited by just one person, the original owner of the file.
  • will be viewed/edited by multiple people if the original owner shares it for this purpose.
  • is not necessary for other SVSU users to have access to if the originator leaves SVSU.
  • does not contain sensitive
  • Total storage = 1 Tb/Office 365 account 

J Drive

J Drive is a local network file storage location available to members of a department.  File sharing is not necessary within the network drive since all department members have access to view and edit contents of the J Drive based on the departmental leader’s permission.  Folder access can be limited to just a couple of members of the department if requested. Use the J Drive to store files that should be:

  • viewed/edited by the entire department.
  • necessary for the department to have access to even if one of its members leaves SVSU.
  • only shared with a member’s department and not shared with other departments or individuals at SVSU.

M Drive

M Drive is a local network file storage location with a 2 Gb capacity. It is available to individuals to store files that fit the following parameters:

The file:

  • will be viewed/edited by just one person, the original owner of the file.
  • will be stored temporarily for quick access from a classroom computer.
  • is part of certain software applications used in Academics that require the use of a mapped drive.
  • is part of a personal website in the public_html folder.

C Drive

Because the C Drive of desktop and laptop computers is not backed up, we do not recommend storing files to the local C Drive. Common folder names that exist on the C Drive are My Documents, Files, and Desktop. Storing documents on the C drive puts the data at risk if the device becomes lost, stolen, or inoperable.

Details

Article ID: 89461
Created
Wed 10/16/19 11:33 AM
Modified
Mon 11/15/21 10:49 AM

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