In general, it is best to use OneDrive to store files that are not shared or for files that only need to be shared short term such as draft working documents. SharePoint storage should be used to keep your faculty/department's most important files and data that are required for long-term collaborations with other users.
When to use OneDrive:
Use OneDrive as your personal space to store professional documents that don't require frequent sharing such as:
- Personal work activities, such as drafting documents or taking notes
- Initial drafts of files that might need collaboration later, but aren’t ready for sharing yet
- Business-related information saved for your own reference
- Professional association documents that are no longer needed once your term ends
Avoid using OneDrive for:
- Documents that need long-term access by a team. If the account holder leaves the university, shared links will be removed on their departure date.
- Backup copies of files already stored elsewhere
- Research data requiring large storage and long-term retention (consult IT Services or Leddy Library for alternatives)
- Personal files like photos, music, movies, tax documents, etc.
- Backups of your laptop or external hard drives
For more information refer to Microsoft’s video that explains when to use OneDrive vs. SharePoint.
When to use SharePoint (Teams):
Use Teams to store files that are actively being worked on by team members for collaborative projects such as:
- Resources that may be needed long-term and must follow retention schedules, even if you leave the organization (contact your department head or manager for more information)
- Regular communications and activities related to the team/department
- Up-to-date documentation on internal workflows, operations, and processes
Avoid using Teams for:
- Backup copies of data already stored in other locations
- Research data requiring large storage and long-term retention (consult IT Services or Leddy Library for alternatives)
- Personal files such as photos, music, movies, tax documents, etc.
- Backups of your laptop or external hard drives
Other Tips:
- Organize content in hierarchies and use natural language.
- Encourage users to use consistent naming conventions and meta data.
- Set a recurring schedule to review files stored in various applications.