Cloud Storage Best Practices

This article contains cloud storage best practice usage information, including how to decide when to use individual versus group storage options, as well as related FAQs.

General Best Practices

• Pick a platform (Google, Microsoft) and standardize it across your team whenever possible. 

• Use a shared storage repository—either Sharepoint (Teams) or Google Shared Drive—for any data that is not explicitly private.

  • This helps with centralizing storage locations and continuity when employees change departments or leave the organization.

• Work on the web when you can, rather than downloading files to your computer.

  • This helps with version control, reduces redundant copies of the same document, and decreases the likelihood of sensitive data ending up somewhere it should not.

Individual storage repositories

Individual storage repositories refer to Google Drive (go/googledrive/) and Microsoft OneDrive (go/onedrive/).

You should use these for:

• Private content

  • E.g., 1:1 meeting notes with colleagues, performance reviews, etc.

• Draft documents

• Notes and scratch space

Group storage repositories

Group storage repositories refer to Google Shared Drives (go/shareddrives/) and Sharepoint (go/sharepoint/). 

You should use these for:  

• Group meeting notes or agendas. 

• Long-term documents such as planning, documentation, or records, that must be preserved long term. 

• Documents that people will require if you depart Middlebury or your current role. 

Google Shared Drive and Sharepoint Best Practices

• Nominate multiple "Owners" or "Admins"; if you depart Middlebury or are on CTO, other people will have admin access. 

• Reduce the sprawl of Shared Drives and Teams wherever possible; the fewer places you store data, the less you must manage, and your files will be more secure.

FAQs

How long should I keep data? 

• As short a time as possible! If you don't need it, no need to keep it, especially for sensitive documents. Exceptions would need to be made for any compliance/regulated documents with specific retention policies

What should I do if my group works with sensitive data and wants to store it in the cloud?

• Review our Data Classification Policy, and reach out to ITS to discuss best practices around storing sensitive data in the cloud.