Business File Storage Procedure

Purpose: Keep business records accessible, consistently organized, and under organizational ownership.

1. Use OneDrive for individual work

Employees may use OneDrive for personal drafts, notes, individual working files, and temporary collaboration that does not yet constitute a shared business record.

2. Use SharePoint or a Teams channel for business-owned work

A file must be stored in the appropriate SharePoint library or Teams channel when it:

• Is used by more than one employee
• Relates to a client, department, or continuing project
• Is an approved policy, procedure, form, template, or final document
• Must remain available if the account owner leaves
• Supports an established business process

3. Do not use Teams chat as permanent storage

Files shared in a Teams chat are normally stored in the sender’s OneDrive. Chat attachments must not serve as the permanent location for business records. Move continuing work into the appropriate Teams channel or SharePoint library.

4. Share links instead of distributing copies

Employees should share a link to the approved file whenever practical instead of emailing separate attachments. This keeps users working from the current version.

5. Do not rely on local storage

Important files must not be stored solely on a desktop, laptop, Downloads folder, USB device, or other local location. OneDrive folder protection must be verified before Desktop or Documents files are considered synchronized.

6. Review files during employee offboarding

Before an employee’s Microsoft 365 account is removed, management or IT must review the employee’s OneDrive, transfer business-owned information, preserve required records, reassign access, and confirm applicable retention requirements.

7. Maintain a separate recovery path

Version history and recycle bins are useful recovery features, but they do not replace an independent Microsoft 365 backup. Backup coverage, retention, and restore capability must be verified.