🧭 Overview

Columbus City Schools provides several cloud storage options to help you safely store, access, and collaborate on files from anywhere.

✅ These tools automatically sync your files and provide basic recovery options
🌐 Files can be accessed from any district device (and approved personal devices) with internet access

Understanding where to save your files helps ensure your work is protected and recoverable.

☁️ Your Storage Options

📁 OneDrive for Business (Recommended for daily work)

Personal work files storage

• 💼 Best for: Lesson plans, documents, personal work files
• 📦 Storage: 1 TB
• 🔗 Integrates with: Microsoft 365 (Word, Excel, Teams, Outlook)
• 💵 Cost: Included with district account
• 🔄 Backup/Recovery:
  • Recycle Bin (up to 90 days retention)
  • See CCS Backup Information

✅ Use OneDrive when:

• You are the primary owner of the file
• You may occasionally share with others
• You want automatic cloud backup

👥 SharePoint Online (Team Collaboration)

Department, school, or team file storage

• 🏫 Best for: Shared team documents, department files, school-wide content
• 📦 Storage: Typically 1 TB per site (can vary by configuration)
• 🔗 Integrates with: Teams, Microsoft 365 apps
• 🤝 Purpose: Collaboration and shared ownership
• 🔄 Backup/Recovery:
  • Recycle Bin (up to 90 days retention)
  • See CCS Backup Information

✅ Use SharePoint when:

• Files need to be shared across staff or departments
• Multiple people edit or maintain the same files
• Files must remain accessible if someone leaves the district

⚠️ Important:
Do not store shared team files in personal OneDrive—use SharePoint instead.

📸 Google Drive

Supplemental personal cloud storage

• 👤 Best for: Google Docs, Sheets, and files created in Google Workspace
• 📦 Storage: ~5 GB total
• 🔗 Integrates with: Google Workspace tools
• 💵 Cost: Included
• 🔄 Backup/Recovery:
  • Recycle Bin (limited recovery)
  • Not backed up

✅ Use Google Drive when:

• You are working specifically within Google tools
• Files are primarily Google format (Docs, Sheets, Slides)

⚠️ Note:
Google Drive has limited storage and recovery compared to OneDrive, so it should not be your primary storage location for critical files.

🔐 K–12 Data Safety Tips

✔️ Save early, save often — Always save work directly to OneDrive or SharePoint
✔️ Use SharePoint or Teams for collaboration — Not email attachments
✔️ Avoid storing sensitive student data locally
✔️ Check your save location before closing documents
✔️ Recover quickly if needed — Deleted files have limited recovery windows

🚫 Where NOT to Save Files

To ensure your files are protected, avoid saving important work in these locations:

• 💻 Desktop or local computer drive (C:)
• 🧷 Downloads folder
• 📀 USB drives or external drives
• 🖥️ Shared lab or classroom computers (local storage)

⚠️ Why this matters:

• Files stored locally are NOT backed up
• Devices can be lost, damaged, or reimaged
• IT cannot guarantee recovery of locally saved files

📊 Quick Comparison