Digital Storage Strategy

Why is CIT recommending I move files to a different location?

1. Protecting college knowledge and digital assets when employees leave the college.

   1. CIT receives frequent requests to assist with accessing the files of former employees. When departments keep their files in a shared departmental location, they are not as affected by employee departures.

2. Google Storage limitations

   1. Until this past year, Google offered free and unlimited storage to educational institutions, and we could extend this benefit to all active account holders. However, Google unilaterally updated its terms and conditions and moved to a fee model, where the cost is determined by the total amount of storage consumed. This means that Geneseo needs to reduce our storage to get within manageable bounds. We'll need your help to do that.

3. Security & Backup

   1. Identifying the type of file and classification of data within helps to determine the safest location for storage of the file. OneDrive and SharePoint use labels to identify the sensitivity of files. (See below)

   2. Moving files off a local computer ensures the file is safe from computer technical issues (hardware, security threats, etc.)

4. Easier Access to files

   1. The \\files server is difficult to access from off campus.

   2. Users cannot modify their own sharing settings – they must request the change from CIT.

   3. Ensuring all campus users follow a similar digital storage strategy helps us support you (and know where your files are stored) and is less confusing than our current multiple-storage location options.

What should I do now?

While we are preparing to meet with departments to discuss their Digital Storage Strategy, there are two items you can do anytime:

1. Clean up your files; it’s easier to organize (and move) later. Please delete what you don’t need.

   1. Departments and Individuals should follow SUNY Records Retention policy and schedules when managing their files.

   2. Records Retention and Disposition Schedule

   3. SUNY Document 806 (Detailed information)

2. Remove all non-work related personal files from Geneseo account storage locations. Google Photos can be transferred to another Google account.

What is the Digital Storage Plan?

Please Ask CIT if you have any questions!

• We recommend using OneDrive and SharePoint as your primary storage space.

  • All of our documentation is being updated to reflect this suggestion.

• We ask all users to review Google and \\files storage and remove personal files and data they no longer need. As of July 1, 2024, Geneseo Google account quotas (100GB for individual users) will be applied.

  • Once you review your files, we are asking users to move your remaining files to OneDrive/SharePoint.)

• We will be requiring all users to move their data from \\files and the server will be shut down July 1, 2025.

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Types of Files

This list includes information about the types of files we use daily at Geneseo. Once the file is identified as each of these types, it is easy to determine where it should be stored. If you have files that do not match these types, please Ask CIT!

• Individual professional files (including sensitive* files)

  • Can invite collaborators to professional files on a limited basis.

  • Frequently shared files and folders should be kept in a department SharePoint site

• Departmental files

  • This location will hold shared files that are confidential*, sensitive, and internal*

  • Permissions can be automated by CIT

  • This location will replace Google Shared Drives and \\files directories

  • Public* files for Geneseo users can be shared in a SharePoint communication site

• Shared Project files (cross-departmental)

  • This location will replace Google Shared Drives and \\files Projects directories

• Course files

• Research files

  • These files may be individual, whole department, sub-department, cross-departmental, and shared beyond Geneseo

• Personal files

  • Personal files should not be stored on Geneseo computers or OneDrive locations

*Classification of Data – Sensitivity Labels

• Confidential – regulatory things, FERPA, PII information, grades, etc.

• Sensitive – HR documents like performance reviews, performance programs

• General – files internal to individuals, departments, or project groups

• Public – may be shared with all Geneseo users or publicly

This Microsoft training page offers detailed information about how to adopt sensitivity labels.

Storage Limits

How do I use these tools?

Storage Options we NO longer recommend

• Google Drive (strict quota limitations)

• Google Shared Drive (strict quota limitations)

• \\files

• Non-Geneseo Services – Dropbox, Box, iCloud, Personal-owned devices

• Personal devices

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