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OneDrive Best Practices for SFU Employees
Introduction
OneDrive is a document hosting and synchronization service that has been provided to SFU faculty, staff, and students as part SFUs Microsoft 365 (M365) installation. When used as described in this guideline, OneDrive can reduce reliance on email, facilitate document sharing, enable remote access, and support document synchronization.
This guideline provides SFU employees with resources to help organize, manage, retain, and dispose of the documents they store and share in their OneDrive accounts in accordance with records management best practice.
Managing Records in OneDrive
OneDrive is not meant to be a central location for the long-term storage of official university records. OneDrive should be used as a place to draft and develop official university records. Official university records should be transferred to a central storage location (e.g., Share drive) or collaboration site (e.g., MS Teams) when they are ready for review and/or sharing. For more information about how to identify official university records, please see Transitory, Official and Personal Records: A Guide for SFU Employees.
| What to store in OneDrive | What not to store in OneDrive |
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| Caution: Policy development for all M365 products, including OneDrive is ongoing; and access to OneDrive post-employment is not guaranteed. |
Tips for document sharing
All documents stored in OneDrive remain linked to their original owner. If you leave SFU and your account is deactivated, the original documents will be difficult to recover if they have not already been stored elsewhere, regardless of whether they have been shared or not.
You may share documents stored in OneDrive; however, be aware that anyone who is granted access to a document in OneDrive with editing privileges can share that file with others. If you anticipate a document needing to be accessed and/or shared by a large group of people, move it to an MS Teams site or other shared repository instead of keeping it in OneDrive.
Please note that extensive sharing through OneDrive will create a complicated network of permissions since unique permissions will be set for each individual document and/or folder that is shared.
Finally, be aware, that documents shared in private chat in MS Teams will be stored in your OneDrive account.
Other Resources
See Microsoft OneDrive more information.