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UWGB Document Storage Best Practices
This document outlines the best way to store documents using the camps provided resources.
With UW Green Bay's rollout of Office 365 and SharePoint we now have more choices than ever for places to store data. These guidelines will help you find what the option best fits your use case.
This chart outlines were file types can be saved.
|Type of data||OneDrive||SharePoint||Department Share||M Drive||FSTOREA|
|Office Documents (.docx, .pptx, .xlsx, .pdf)||•||•||•||•||•|
|Applications and Web Code||•||•|
This chart outlines the average amount of storage each medium has (Note: Some M drive or Department Shares will have more than estimate):
|Storage Medium||Average Storage Quota||Speed||Method of Access|
|OneDrive||1 TB||Dependent on Internet Connection||Web Portal (Availability dependent on Microsoft's website availability)|
|SharePoint||~50 GB||Dependent on Internet Connection||Web Portal (Availability dependent on Microsoft's website availability)|
|Department Share||~1 GB||Instant on Campus||Campus Workstation|
|M Drive||~4 GB (Staff) ~1 GB (Student)||Instant on Campus||Campus Workstation|
|FSTOREA||TBD||Instant on Campus||Campus Workstation|
This chart outlines each services respective collaboration feature sets:
|Storage Medium||User Availability||Real Time Collaboration (Edit along side others)||Duration of suggested use||Document Recovery Window|
|OneDrive||Campus account holders and General Public with an firstname.lastname@example.org||Yes||Short term 6 Months or less||Controlled by Microsoft (limited to recently trashed items in session)|
|SharePoint||Campus account holders only||Yes||Long term 6 Months or more||Controlled by Microsoft (limited to recently trashed items in session)|
|Department Share||Campus account holders only||No||Long term 6 Months or more|| On demand: 2 weeks
Full: 1 year via CIT
|M Drive||Campus account holders only (restricted to M drive owner only)||No||Long term 6 Months or more|| On demand: 2 weeks
Full: 1 year via CIT
|FSTOREA||Campus account holders only||No||Long term 6 Months or more||6 months via CIT|
A few restrictions on data's location based off content:
Is the data sensitive?
Budget, Financial, Personally Identifiable Information (SSN, DOB, etc.), and Student Personal Information must be stored on a department share under it's properly secured folder. This will ensure that the data is stored physically on campus and adhere to all legal requirements for security.
Is the data sensitive and personal?
Travel reimbursements, I-9s, W-4s, and payroll stubs should be stored on your M drive. This will ensure that the data is stored physically on campus and adhere to all legal requirements for security, and kept for you personally.