Choosing Where to Store University Files

Applies to: Faculty, staff, student employees, and University departments
Responsible office: Office of Technology Services (OTS)

Note: If you are sharing with external to UBalt users please see this article for Google Drive use:

https://ubalt.teamdynamix.com/TDClient/1799/Portal/KB/Article/173640/Using-Google-Drive-and-sharing-files-with-external-users

Overview

Choose a location based on the information’s sensitivity, who needs access, and whether the file is an official University record. University records document University business and must remain available for the required retention period.

Before You Choose a Storage Location

Check the data classification first. University information is classified as Public, Proprietary, Confidential, or Restricted. The classification determines how the information may be stored and shared.

Important: The published UBalt Data Use Standards prohibit storing Category 2 (Proprietary) and Category 3 (Confidential) data in cloud-based file hosting platforms. Restricted data has additional requirements. Before placing non-public information in OneDrive, SharePoint, Teams, or another cloud service, consult OTS and the appropriate data steward to confirm the permitted storage location and applicable requirements.

Where Should I Save My Files?

Use the following guide only when the location is permitted for the information’s classification. A platform’s availability does not mean it is approved for every type of information.

Storage guidance by file type or purpose
File Type or Purpose Storage Guidance
Individual drafts, notes, and working files Use your University OneDrive when permitted for the data classification. Do not keep the only copy of departmental records there.
Departmental files and official University records Use an established departmental SharePoint site when permitted, or another departmental location designated by OTS for the information.
Active team or project collaboration Use Microsoft Teams when permitted. Plan where ongoing departmental records will be maintained after the project ends.
Existing departmental network files Coordinate with OTS before moving files to SharePoint. Confirm the destination is permitted for the data classification and preserves required access.
Course files for student access Use an approved academic platform, such as Canvas, or the S Drive when specifically required. Confirm that the content is appropriate for the intended students to access.
Cross-departmental files Use SharePoint or Microsoft Teams when permitted, with access limited to authorized participants.
Public-facing web content Use the H Drive or an approved web platform for approved public content only. Never place non-public information there.

Store and Share Files Responsibly

  • Use approved storage: Do not store University information in personal cloud accounts, personal email, personal computers, or unapproved platforms or devices.
  • Limit access: Give users only the access they need for their University responsibilities.
  • Assign responsibility: Identify who manages each shared location and reviews its permissions.
  • Keep departmental files accessible: Store shared files and official records in an approved departmental location rather than only in an employee’s OneDrive.
  • Check before sharing externally: Confirm that the recipient is authorized and that the information may be shared outside UBalt.

Keep Shared Files Organized

  • Use meaningful file names and a consistent date format, such as YYYY-MM-DD.
  • Organize folders by business function or departmental activity.
  • Avoid unnecessary duplicate files and overly long folder paths.
  • Use version history where available.
  • Review inactive content periodically, following applicable retention requirements.
  • Use established departmental SharePoint sites when appropriate instead of creating unnecessary Teams sites for permanent storage.

Retain and Dispose of Records Properly

Keep University records for the required retention period, regardless of where they are stored. Do not delete records subject to a legal hold or investigation.

Once retention requirements are satisfied and all holds are cleared, use an approved process to securely delete or dispose of the records. Contact OTS and the appropriate data steward if you are unsure whether files may be deleted.

Before an Employee Transfers or Leaves

The employee and supervisor should complete the following steps:

  1. Identify University records and shared work files in the employee’s OneDrive or other storage locations.
  2. Coordinate with OTS to move departmental files and official records to an approved shared location.
  3. Transfer responsibility for Teams and SharePoint sites as needed.
  4. Confirm that authorized employees can access the files.
  5. Preserve records subject to retention requirements, legal holds, or investigations.

Key rule: If the University needs a file after you leave your position, it must not exist only in your OneDrive.

Need Help?

Contact OTS and the appropriate data steward before moving, sharing, deleting, or reorganizing files if you are unsure about classification, storage, permissions, migration, or retention requirements. A data steward is the employee responsible for determining the classification and appropriate use of particular University data.

Related Policies

Visit the UBalt Policies and Procedures directory for the University’s published policy listings.

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