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Summary: Columbus City Schools provides multiple cloud storage options for storing, accessing, and collaborating on district files. This article explains when to use OneDrive, SharePoint, or Google Drive and provides guidance for selecting the appropriate location for personal, shared, and collaborative work.
For CCS Staff
Overview
CCS provides cloud storage services that allow staff to securely store, access, and collaborate on files from district devices and other approved devices with internet access.
Selecting the appropriate storage location is important because the location determines who owns the files, how the files are shared, and what recovery options are available.
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Simple Rule: Use OneDrive for files you own and primarily manage yourself. Use SharePoint or Teams for files that belong to a department, school, project, or team. |
Choose the Right Storage Location
| If the File Is... |
Recommended Location |
| Your individual work file |
OneDrive |
| A file you occasionally share with another person |
OneDrive |
| Owned by a department or school |
SharePoint / Teams |
| Worked on regularly by multiple people |
SharePoint / Teams |
| Expected to remain available when individual staff members change roles or leave CCS |
SharePoint / Teams |
| Created specifically for a Google Workspace workflow |
Google Drive |
OneDrive for Business
Recommended for personal work files
OneDrive is the preferred location for files that you primarily own and manage yourself.
Good examples include:
- Lesson plans
- Personal work documents
- Spreadsheets
- Presentations
- Draft documents
- Files that you occasionally share with another person
OneDrive works closely with:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams
- Microsoft Outlook
Use OneDrive When
- You are the primary owner of the file.
- You are primarily responsible for maintaining the file.
- You occasionally need to share the file with another person.
- The file does not need to be permanently owned by a department, school, or team.
For information about CCS backup and recovery of Microsoft 365 data, see CCS Backup Information.
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Recovery: OneDrive uses SharePoint technology for file storage and recovery. Microsoft documents a 93-day SharePoint Online recycle-bin retention period for deleted content. Additional CCS backup or retention capabilities may provide separate recovery options. 【1-7885fd】 |
SharePoint Online and Microsoft Teams
Recommended for department, school, project, and team files
SharePoint provides shared storage where information belongs to a group rather than an individual employee. Files stored in a Microsoft Teams channel are also stored within the SharePoint site associated with the Team.
Good examples include:
- Department documents
- School-wide files
- Project documentation
- Team procedures
- Shared reports
- Operational documentation
- Files maintained by multiple employees
Use SharePoint or Teams When
- Multiple people regularly work with the files.
- The information belongs to a department, school, project, or team.
- Shared ownership is required.
- Files must remain available when staff assignments change.
- Microsoft Teams is being used for team collaboration.
For information about CCS backup and recovery of Microsoft 365 data, see CCS Backup Information.
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Important: Do not use an individual's OneDrive as the permanent storage location for department, school, or team-owned documents. Store shared organizational files in the appropriate SharePoint site or Microsoft Team. |
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Storage Capacity: Microsoft 365 Education now uses pooled storage across OneDrive, SharePoint, and Exchange. Individual and site limits can therefore depend on licensing and CCS administrative configuration rather than a universal 1 TB allocation. 【2-174e76】【3-14cc97】 |
Google Drive
Supplemental storage for Google Workspace files
Google Drive may be used when work is specifically being performed within CCS-approved Google Workspace services.
Good examples include:
- Google Docs
- Google Sheets
- Google Slides
- Files required for a Google Workspace workflow
Use Google Drive When
- You are specifically working within Google Workspace.
- The content is primarily maintained in Google file formats.
- The workflow requires Google collaboration capabilities.
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Important: Follow CCS data-storage and backup requirements when deciding whether Google Drive is appropriate for critical or sensitive district information. Do not assume files stored in one cloud platform have the same backup and recovery options as files stored in another. |
Where NOT to Save Important Files
Avoid using local or removable storage as the primary location for important district files.
- Desktop or local computer drive (C:)
- Downloads folder
- USB flash drives
- External hard drives
- Shared classroom or lab computers using local storage
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Local Storage Risk: Files stored only on a local device can be lost if the device fails, is lost, is damaged, or is reimaged. IT may not be able to recover files that were never saved or synchronized to an approved cloud storage location. |
K-12 Data Safety Best Practices
- Save directly to approved cloud storage. Whenever possible, create and save files directly in OneDrive, SharePoint, Teams, or the appropriate approved platform.
- Use SharePoint or Teams for collaborative content. Avoid creating multiple uncontrolled copies through email attachments.
- Check the save location. Verify where a document is stored before closing it.
- Avoid unnecessary local copies. Delete temporary downloads when they are no longer needed.
- Use district-approved services. Do not move district information to personal cloud storage accounts.
- Consider ownership. If the file belongs to the organization rather than you individually, store it in a shared organizational location.
- Know your recovery options. Deleted-item recovery windows are limited, so report accidental deletion promptly.
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Best Practice: Think about who should own the information after you are finished with it. Personal work belongs in OneDrive. Department, school, project, and team information belongs in SharePoint or Teams. |
Quick Comparison
| Feature |
OneDrive |
SharePoint / Teams |
Google Drive |
| Primary Purpose |
Individual work files |
Department, school, project, and team files |
Google Workspace files and workflows |
| Ownership Model |
Individual |
Shared / Organizational |
Depends on Google Workspace location and sharing model |
| Collaboration |
Yes, through file sharing |
Yes, designed for shared team content |
Yes, through Google Workspace |
| Microsoft 365 Integration |
Yes |
Yes |
Limited compared with Microsoft storage services |
| Best CCS Use |
Personal daily work |
Shared organizational content |
Google-specific workflows |
| Standard Microsoft Recycle Bin |
Deleted-item recovery available |
93-day SharePoint Online recycle-bin window 【1-7885fd】 |
Separate Google recovery model |
| CCS Backup |
See CCS Backup Information |
See CCS Backup Information |
Follow current CCS Google Workspace recovery guidance |
Need Help?
If you are unsure where a file should be stored, consider whether the information belongs to you individually or needs to remain available to a department, school, project, or team.
- Use OneDrive for individual work.
- Use SharePoint or Teams for shared organizational work.
- Use Google Drive when the work specifically requires Google Workspace.
- Review CCS Backup Information for backup and recovery guidance.
- Contact the CCS Help Desk when assistance is required.