Storage Clean Up: Using OneDrive vs. Teams 

Beth Varcho | February 20, 2024

It’s Never Too Early to Start Spring Cleaning 

Spring cleaning is a long-time tradition based on a practical turn of events – when the weather warms up, you can open the windows and freshen up the house. 

There isn’t a natural cue to keep your digital storage tidy, so it's up to you to ensure you are cleaning out old files on a regular basis according to university retention guidelines. 

There are many benefits to maintaining effective storage management, appropriate data governance practices and correct record retention habits: 

  • Efficiency: Business efficiency is boosted when we keep records current. We don’t have to search through as many files when we are trying to find something specific, and there is less chance that we will reference an outdated version of policies and guidelines if older versions are deleted. 

  • Sustainability: Cloud computing has real-world impact for the environment. While some storage is critical and necessary, we have a responsibility to delete records that are no longer relevant. In terms of environmental responsibility, maintaining good storage habits is like separating out recyclable items before your trash is picked up. 

  • Legality: In legal proceedings, discovery costs increase exponentially if records are retained that should have been destroyed according to retention schedules  

  • Security: Reducing storage decreases security concerns, because we are deleting sensitive data in older records that is no longer needed. 

The first order of business in cleaning up existing files is ensuring that you are using the correct storage and collaborative resources for the correct purposes. In general, it is best to use OneDrive for Business for storage of files that are not shared or may need to be shared temporarily. Microsoft Teams is great for sharing files and long-term collaborations with other users. 

OneDrive vs. Teams: Where should I store my files? 

In general, OneDrive should be used for files that are only used by you and Teams should be used for collaborative work. Here’s a breakdown: 

OneDrive 
Use OneDrive as your individual workspace to store business documents with limited need to share. However, documents created in OneDrive maybe considered university records and must be managed per retention schedules  

For example:  

  • Personal work routines such as drafting and note taking 

  • Early drafts of files that may later require collaboration, but you are not yet ready to share  

  • Business Information that you are saving for personal reference 

  • Professional association files that are turned over or no longer needed at the end of your term 

Do not use OneDrive for: 

  • Documents that require long-term use by a team; if the account holder leaves the university, shared links are removed on the termination date. 

  • Backup copies of data that is already stored elsewhere 

  • Research data that requires large-volume storage and requires long-term retention (see your IT support for other options. 

  • Personal data like pictures, music, movies, tax documents, etc. 

  • Backup of your laptop or external hard drives 

Microsoft has provided a video overview to help you get started creating, managing, and sharing files in OneDrive and SharePoint. 

Teams 
Use Teams to store files that other collaborators are working on for projects. Use Teams to store: 

  • Any resources that may still be needed long-term and per retention schedules, even if you leave the organization 

  • Routine communications and activities of a team 

  • Current documentation of internal workflows and day-to-day operations and processes 

Do not use Teams for:

  • Backup copies of data that is already stored elsewhere 

  • Research data that requires large-volume storage and requires long-term retention (see your IT support for other options). 

  • Personal data like pictures, music, movies, tax documents, etc. 

  • Backup of your laptop or external hard drives 
     

Get Help 

Job aids on the Administrative Resource Center (ARC) can help you learn the finer aspects of using these tools (login required). If you need additional help, the IT Service Desk offers 24-hour support, seven days a week.