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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)  •  •  •  •  •
 Databases      •  •  
 Images  •  •  •  •  •
 Videos  •  •  •  •  •
 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 address@outlook.com  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.



Keywords:office, 365, document, docs, storage, best, practices, use, sharepoint, share, point, one, drive, m, fpsa, fpsb, fstorea,   Doc ID:45708
Owner:Kevin B.Group:UW Green Bay
Created:2014-12-17 15:59 CDTUpdated:2016-05-09 14:59 CDT
Sites:UW Green Bay
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