Digital Storage Strategy

Geneseo currently has many different storage platforms for users.

CIT has developed a strategy for consolidating cloud storage platforms to improve productivity, collaboration, accessibility, and security for our community.  We will be working with all campus departments to develop a plan for moving their digital assets to proper locations.

We will guide users through the process of:

Digital Storage Strategy Project Timeline

  • May 1, 2024 – CIT pilots new storage strategy

  • June 1, 2024 – Project announced to campus. CIT begins to meet with departments.

  • July 1, 2024 – Google Drive quotas implemented

  • July 1, 2025 – \\files server decommissioned

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

  1. image-20240501-155736.pngProtecting 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_Drive_logo_PNG1.pngGoogle 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. image-20240501-155651.png 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. image-20240501-155629.pngEasier 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.

  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.

    image-20240412-184932.png

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


Storage Limits

File Storage Locations

Types of Files

Quota

File Storage Locations

Types of Files

Quota

College-owned laptop

Individual files should not be stored on laptops. Users may sync Onedrive and Sharepoint directories.

 

Onedrive

my storage

  • individual professional

  • course

  • research

256 GB

Sharepoint

our shared files (internal and external)

 

  • departmental

  • shared project

  • course

  • research

1TB

Teams

our collaboration platform

Can be linked to Sharepoint and Onedrive directories.

 

How do I use these tools?

 

 

How it’s done in
OneDrive

How it’s done in

Teams

How it’s done in

SharePoint Online

 

 

How it’s done in
OneDrive

How it’s done in

Teams

How it’s done in

SharePoint Online

Saving files

  • Using the OneDrive desktop app or microsoft365.com, drag and drop to save files to OneDrive and move them within.

  • Has AutoSave feature for Excel, Word, and PowerPoint files.

  • You can easily save your Microsoft Office 2010 files directly to a Microsoft SharePoint library from within your file, or to a SharePoint Workspace to be synchronized later.

  • You can also drag and drop into Sharepoint from your desktop, folder or

  • Has AutoSave feature for Excel, Word, and PowerPoint files

Working on files with other people

  • An unlimited number of users can open and edit files simultaneously.

Supports real-time collaborative editing

  • An unlimited number of users can open and edit files simultaneously.

Supports real-time collaborative editing

  • An unlimited number of users can open and edit files simultaneously.

Supports real-time collaborative editing

Managing multiple versions of the same file

  • Maintain all revisions in one file and access different versions using the version history feature.

  • Version history for files can be accessed when viewing the file in a web browser or the desktop application.

  • Can manage multiple versions in a single file

  • Maintain all revisions in one file and access different versions using the version history feature.

  • Version history for files can be accessed when viewing the file in a web browser or the desktop application.

  • Can manage multiple versions in a single file

Accessing your drive/files from another computer

  • Log in to the OneDrive desktop app, OneDrive mobile app, or access OneDrive Online by logging in to microsoft365.com.

  • Can be accessed without connecting to VPN

  • Access SharePoint Online by logging in to microsoft365.com.

  • Can be accessed without connecting to VPN

Sharing files with other people

  • Sharing permissions can be customized to allow specific people, people with existing access, or everyone at Geneseo to view and/or edit files.

  • Users have access to a single up-to-date version of the file.

Sharing options can be customized for individual files

  • Sharing permissions can be customized to allow specific people, people with existing access, or everyone at Geneseo to view and/or edit files

  • Users have access to a single up-to-date version of the file

Sharing options can be customized for individual files

  • Sharing permissions can be customized to allow specific people, people with existing access, or everyone at Geneseo to view and/or edit files

  • Users have access to a single up-to-date version of the file

Sharing options can be customized for individual files

Restoring deleted files

  • Restore deleted files within 93 days by right-clicking the file > Restore

    • When a file is deleted, it stays in the first-stage Recycle Bin for 30 days.

    • If a user deletes the file from the
      first-stage Recycle Bin during the 93 days, the file will remain in the second-stage Recycle Bin for the remainder of the 93 days.

    • Restore can be undone

  • Restore deleted files within 93 days by right-clicking the file > Restore

    • When a file is deleted, it stays in the first-stage Recycle Bin for 30 days.

    • If a user deletes the file from the
      first-stage Recycle Bin during the 93 days, the file will remain in the second-stage Recycle Bin for the remainder of the 93 days.

    • Restore can be undone

  • Restore deleted files within 93 days by right-clicking the file > Restore

    • When a file is deleted, it stays in the first-stage Recycle Bin for 30 days.

    • If a user deletes the file from the
      first-stage Recycle Bin during the 93 days, the file will remain in the second-stage Recycle Bin for the remainder of the 93 days.

    • Restore can be undone

Related training material

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