How to use Google My Drive and Microsoft OneDrive storage responsibly 


Introduction

Managing Google and Microsoft storage effectively is crucial for both students and employees. Improperly managed storage can lead to loss of data, missed deadlines, inefficiencies, and increased costs. This article provides guidelines on how to think about your storage, common pitfalls to avoid, and best practices to ensure that both your and Virginia Tech’s data is secure and accessible. 

Instructions

 
 

Students 

Understanding Limited Storage 

As a student, you have access to a specific amount of storage space (https://4help.vt.edu/sp?id=kb_article&sysparm_article=KB0014993). This storage is essential for saving your assignments, projects, and other academic materials. However, it's important to understand that this storage is not unlimited and must be managed wisely. 

 

Common Pitfalls 

  • Not paying attention to notices and important information: Ignoring notices pertaining to changes in your G or M services is often a reason that data is lost.
  • Overloading Storage with Unnecessary Files: One common mistake is storing unnecessary files, such as duplicate documents, old assignments, or large media files that are no longer needed. This can quickly consume your available storage space.
  • Ignoring Storage Limits: Failing to monitor your storage usage can lead to missing important emails, deadlines, and even potentially data loss when you exceed your storage limit. You can check your storage in MyCAT.
  • Not Backing Up Data: Relying solely on your institution's storage without creating backups can be risky. If your account is deactivated, you may lose important data. Relying on your computer’s local storage alone is also risky. Your computer can be damaged, leading similarly to loss of important data.  

 

Best Practices 

  • Read and pay attention to notices: Changes in policies and standards regarding storage are often provided in email, campus notices. Pay attention to them.
  • Regularly Review and Clean Up Storage: Periodically review your stored files and delete any that are no longer needed. This will help free up space and keep your storage organized.
  • Use External Storage Solutions: Consider using external storage solutions, such as USB drives or other cloud storage services, to store large files or backups. This can help you manage your Virginia Tech storage more effectively.
  • Back Up Important Data: Always create backups of your important files. Use multiple backup methods, such as saving copies on an external drive and a cloud storage service, to ensure your data is safe.
  • Monitor Storage Usage: Keep an eye on your storage usage, set alerts if possible, and pay attention to any alerts you receive. This will help you stay within your storage limits and avoid unexpected data loss. 

 

Employees 

Understanding Limited Storage 

As an employee, you have access to a specific amount of individual storage (https://4help.vt.edu/sp?id=kb_article&sysparm_article=KB0014992). This storage is intended for work-related files and should be managed carefully to ensure that your department's data is secure and accessible. 

 

Common Pitfalls 

  • Not paying attention to notices and important information: Ignoring notices pertaining to changes in your G or M services is often a reason that data is lost.
  • Storing personal data in work storage: Using work storage for personal files can consume valuable space and create security risks. It's important to keep personal and work data separate.
  • Ignoring departmental/university storage policies: Failing to adhere to your storage policies and procedures can lead to data loss and compliance issues. Make sure you understand and follow them. In particular: Policy 7000: Acceptable Use and Administration of Computer and Communication Systems, and its associated standard outline what kinds of activities are permitted regarding computer use and storage.
  • Not ensuring departmental data continuity: When employees leave Virginia Tech or change roles, it's crucial to ensure that their work-related data is transferred to the appropriate department storage. Failing to do so can result in data loss and operational disruptions. 

Best Practices 

  • Read and pay attention to notices: Changes in policies and standards regarding storage are often provided in email, campus notices. Pay attention to them.
  • Store only work-related data: Use your Virginia Tech storage only for work-related files. Avoid storing personal data to ensure that your storage space is used efficiently and securely.
  • Follow storage policies and procedures: Familiarize yourself with your storage policies and procedures and adhere to them. This includes understanding storage limits, data retention policies, and backup procedures.
  • Ensure Data Continuity: When transitioning roles or leaving Virginia Tech, ensure that all work-related data is transferred to the appropriate department storage. This will help maintain data continuity and prevent operational disruptions.
  • Use shared storage solutions: For collaborative work, consider using shared storage solutions, such as shared drives, SharePoint, or Teams. This can help you manage your organization's storage more effectively.
  • Regularly review and clean up storage: Periodically review your stored files and delete any that are no longer needed. This will help free up space and keep your storage organized.
  • Back up important data: Work with your department to develop a backup plan for data. Always create backups of your important work-related files. Use methods that are compliant with the risk category of the data to ensure your data is safe and secure.
  • Monitor storage usage: Keep an eye on your storage usage, set alerts, and pay attention to any alerts you receive. This will help you stay within your storage limits and avoid unexpected data loss.