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Overview

Current information and guidelines pertaining to file storage.

File Storage Recommendations and Guidelines

Location

Local or Cloud

Users

Capacity

Security (Access)

Data or Use Examples

Data Backup

Home Network Drive 

Local (District Servers)

Staff

Base=600 MB, but can be expanded.

Network login.  Must be on-site or connected via VPN.

I need it, but nobody else does.

Sensitive data?  Okay.

Daily, retained 12 months.

Staff Network Share

Local (District Servers)

Staff


Network login.  Must be on-site or connected via VPN.

The district needs it to function when I am gone.

Sensitive data?  

Daily, retained 12 months.

Google “My Drive”

Cloud

Staff, Students.

No limit at this time.

Google account login.

Can share to anyone.

I want to share it or collaborate with others.

Trashed data empties after 30 days.

Google “Share Drive”, formerly known as “Team Drive”

Cloud

Staff 

No limit at this time.

Google account login.

Cannot share to accounts outside of the shakopeeschools.org domain.

There may be limitations on who can make a drive.

I want to share it but I also want it to stay within the district.  

Trashed data empties after 30 days.

LaserFiche

Local (District Servers)

Admin departmental staff, Registrars, etc.

Limited only by available capacity on district systems.

Limited to a specific set of staff.  

Data to be kept per state or federal guidelines on data retention.

Historical archives or records of importance.

Daily, retained 12 months.

Assigned Device/Desktop (PC or MacBook)

Local (Device)

Anyone

Varies by device (hard drive capacity)

Local device password.  (If device is lost can be easily compromised).

Temporary or trivial files.

NONE


Additional Notes

We will start strategically migrating data from Google “My Drive” to “Share Drive” in 2019-2020 to reduce our risk of data loss due to staff turn-over and inappropriate sharing of data.

We are researching options to perform back-ups of cloud storage areas (in other words, Google).  Working on an appropriate vendor solution and funding for this.

Google Backup & Sync software should be migrated to Google File Stream on all devices by 12/31/2019.  We will not be supporting Backup & Sync installations beyond that time.