Summary
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.
Body
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
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Pick a platform (Google, Microsoft) and standardize it across your team whenever possible.
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Use a shared storage repository—either Sharepoint (Teams) or Google Shared Drive—for any data that is not explicitly private.
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Work on the web when you can, rather than downloading files to your computer.
Individual storage repositories
Individual storage repositories refer to Google Drive (go/googledrive/) and Microsoft OneDrive (go/onedrive/).
You should use these for:
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Private content
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Draft documents
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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:
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Group meeting notes or agendas.
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Long-term documents such as planning, documentation, or records, that must be preserved long term.
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Documents that people will require if you depart Middlebury or your current role.
Google Shared Drive and Sharepoint Best Practices
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Nominate multiple "Owners" or "Admins"; if you depart Middlebury or are on CTO, other people will have admin access.
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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?
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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?