File Storage Options and Best Practices

Overview 

This article explains the purpose of T: Drive, OneDrive, Microsoft Teams, R: Drive, and CAP Server, and when each should be used. 

T: Drive

The T: Drive is used to share documents among members of a department, group, or committee.  

Use for: 

  • Department and team documents 

  • Committee files 

  • Shared working documents 

  • Non-sensitive information 

Important: Sensitive or confidential information should not be stored on the T: Drive. 

Departments are encouraged to move shared content to Microsoft Teams, which provides better collaboration, easier access from off-campus locations (no VPN connectivity required, and allows departments to manage their own permissions without IT intervention. 

OneDrive

OneDrive replaced the S: Drive and serves as a user's personal file storage location. 

Use for: 

  • Personal work files 

  • Draft documents 

  • Individual project files 

Files are private by default, but users can choose to share files or folders with others when needed.

Microsoft Teams

Microsoft Teams is the preferred location for department and group collaboration. 

Benefits: 

  • Department-managed access 

  • Remote access without VPN 

  • Real-time collaboration 

  • Version history and file recovery

CAP Server

CAP Server is a secure environment used to access sensitive student, faculty, and staff information. Access is restricted to approved users and devices because it contains confidential data.  

Use for: 

  • Accessing sensitive or confidential information 

  • Working with controlled documents and records 

  • Accessing systems and resources that require enhanced security 

R: Drive 

The R: Drive works with the CAP Server and allows users to access or move documents from the CAP Server so they can work with them locally on their computer. 

Use for: 

  • Accessing documents from the CAP Server 

  • Working on files locally 

  • Temporary document storage during business processes 

NOTE: Data from the CAP server or R drive is NOT allowed to be emailed or taken off your devices to be moved elsewhere 

Quick Reference 

Content Type  Location 
Personal files and drafts  OneDrive 
Shared department, group, or committee documents  Microsoft Teams 
Existing shared departmental files  T: Drive 
Sensitive information and controlled documents  CAP Server 
Working copies of documents accessed from the CAP Server  R: Drive 

Need help? Contact the IT Help Desk if you are unsure where a document should be stored or cannot locate a file. 

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