When to Use 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 workflow.

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.

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 members of the department 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 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.

Office 365 Groups

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

  • Short term or long-term projects that require email communications, meeting notes and related documents 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.

 

Confidential data, such as Social Security Numbers and credit card information, should not be stored in any location, without being encrypted with the Azure Information Protection application, Adobe Acrobat, or another encryption application.

Details

Article ID: 89461
Created
Wed 10/16/19 11:33 AM
Modified
Tue 4/7/20 3:56 PM