A plan to categorize documents based on who will need to access them
Using both O365’s SharePoint and OneDrive apps to store your company files means that you will need to decide which app to use when. Keeping this distinction clear will help you maintain the organization of your company’s data and make it easier to find and use it.
Article Index:
Initial Setup:
Sending/Receiving files:
IMPORTANT!
If your organization is just getting started with SharePoint and/or OneDrive, please contact HDF, and we will set things up for you. This will save you time and effort, and get you started in the right direction.
It really comes down to “We” vs “Me”
Where should you store a new document you are creating? The question you should ask is: who will need to access it? Is this a “me” document? If you are creating the document for your own needs, and only you will access it, then it is clearly a “me” document. In this case, you should store it in OneDrive. Remember, OneDrive is a repository for files and folders that only you have access to. These files are still stored in the cloud, but, by default, nobody else can access them. If the new document is part of a collaboration, or is part of a project that others are also working on, then it is a “we” document and should be stored in a SharePoint library with similar documents. If you feel you need to create a new library to hold the file, please reach out to your supervisor and/or an administrator.
This table should help make the “me”/”we” distinction easier:
We - documents
Files to be stored in SharePoint
* Documents which are part of a project that multiple people are working on.
* Documents related to your job and which should be available to your successor.
* Documents which you will share with others later.
* Documents used for collaboration.
Me - documents
Files to be stored in OneDrive
* Documents which you will not share with others. For instance a spreadsheet to track reports you are generating.
* Documents specific to your role, e.g. a “to-do” list.
* A work in progress document, which is not yet ready for general consumption. You may want to keep this on your OneDrive while working on it, and then move it to SharePoint when done, or ready for review.
NOTE: There are more circumstances that call for storing documents in SharePoint than there will be for storing documents in OneDrive. This is by design.
If you have questions about this, please let us know and we will be happy to assist you.
Take care,
