Guide: Folder Structure and Storage Best Practices

Guide: Folder Structure and Storage Best Practices

1. Understanding Our Storage Environment

We operate within a SharePoint environment and a OneDrive environment. Every user has access to specific sites and folders within SharePoint, as well as their own personal OneDrive account.

2. When to Use OneDrive vs. SharePoint

Storage OptionWhen to UseNotes
Personal OneDriveStoring personal work files, drafts, or temporary files. Sharing files with external users or individuals temporarily.Best for individual use. Not ideal for team collaboration as files are linked to a single user’s account.
SharePointStoring files for team projects, shared workspaces, or official company documents.Ensures access control and version management for the whole team. Ideal for collaboration.

Key Rule: If the file is relevant for the team or project, store it in SharePoint instead of personal OneDrive to ensure accessibility and proper organization.

Everything is back upped every day.

3. Folder Structure Best Practices

  • Keep a logical and simple folder hierarchy to avoid deep nesting.

  • Be aware of Windows Explorer’s path length limit—avoid excessively long folder names.

  • Organize folders clearly by project, department, or topic.

    • We should define this here at some point.

  • Do not overcomplicate the structure—too many subfolders create difficulties later.

4. Maintaining a Clean and Organized Structure

  • Keep files updated: Remove or archive outdated files.

  • Archive old or large files: If a file is no longer in use but needs to be retained, move it to the archive storage.

  • Ask before deleting: If you see an outdated file, consult the file owner/or last editor before deleting or archiving it, but do it!

5. Archiving Policy

  • The archive is on a separate OneDrive account designated for large files and for files that we need to archive.

  • SharePoint has limited storage, but it is convenient for daily work.

  • Move large or outdated files from SharePoint to the archive to optimize storage.

6. Requesting a Special Folder

If you need a new folder for a specific purpose, contact IT support to create it within the proper structure.

By following these guidelines, we can maintain an efficient, accessible, and organized file storage system that benefits everyone.

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