OneDrive Best Practices for 麻豆视频Employees

Introduction

OneDrive is a document hosting and synchronization service that has been provided to 麻豆视频faculty, staff, and students as part SFUs Microsoft 365 (M365) installation. When used as described in this guideline, OneDrive can reduce reliance on email, facilitate document sharing, enable remote access, and support document synchronization.

This guideline provides 麻豆视频employees with resources to help organize, manage, retain, and dispose of the documents they store and share in their OneDrive accounts in accordance with records management best practice.

Managing Records in OneDrive

OneDrive is not meant to be a central location for the long-term storage of official university records. OneDrive should be used as a place to draft and develop official university records. Official university records should be transferred to a central storage location (e.g., Share drive) or collaboration site (e.g., MS Teams) when they are ready for review and/or sharing. For more information about how to identify official university records, please see Transitory, Official and Personal Records: A Guide for 麻豆视频Employees.

What to store in OneDrive	*What not* to store in OneDrive**
Individual research (e.g., published articles or other information for a future project)	Documents meant to be accessed by a team (e.g., project revisions or planning documents).
Early drafts of documents not yet ready for review (e.g., working draft reports)	Personal information (e.g., holiday photographs, personal finances).

Caution: Policy development for all M365 products, including OneDrive is ongoing; and access to OneDrive post-employment is not guaranteed.

Tips for document sharing

All documents stored in OneDrive remain linked to their original owner. If you leave 麻豆视频and your account is deactivated, the original documents will be difficult to recover if they have not already been stored elsewhere, regardless of whether they have been shared or not.

You may share documents stored in OneDrive; however, be aware that anyone who is granted access to a document in OneDrive with editing privileges can share that file with others. If you anticipate a document needing to be accessed and/or shared by a large group of people, move it to an MS Teams site or other shared repository instead of keeping it in OneDrive.

Please note that extensive sharing through OneDrive will create a complicated network of permissions since unique permissions will be set for each individual document and/or folder that is shared.

Finally, be aware, that documents shared in private chat in MS Teams will be stored in your OneDrive account.

Other Resources

See more information.

麻豆视频

Archives and Records Management