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Storing Electronic University Records

Google My Drive vs Google Shared Drive 

Google Drive should be used for files that actively require collaboration, full text searchability, and that are accessed frequently. 

Google My Drive 

• Drafts of work-related files for personal use 
• Work-related files required for personal productivity 
• Subject to a storage limit

Google Shared Drive 

• Teaching Research and Administrative or Service work-related flies that add lasting value to the institution and are active (items that you currently access on a regular basis) 
• Files that you need to share with external collaborators 
• Files that you need to concurrently edit with other people, both inside and outside of the university 

Department Network File Storage (UDrive)

Department Network File Storage (UDrive) is intended for teaching materials and administrative work. Files that are not undergoing active editing and do not require collaboration should be stored on UDrive. 

Alfresco - Electronic Document and Records Management Software (EDRMS) 

The EDRMS is ideal for departments and faculties needing structured document management and compliance. Alfresco is not a document editor, but excels as a structured and secure storage location. This storage is intended for official records, including:

• Student records
• Comprehensive electronic document and records management system
• Version control
• Metadata tagging
• Workflow automation
• Regulatory compliance

Storing Teaching and Learning Records

Teaching and Learning records are governed by the University’s Records Retention Schedule. Specific tools are available for the management of these records.

Guidance on Teaching and Learning Records can be found at:

• IST - Best Practices for the Recording of Lectures and Other Teaching Materials
• IST - Digital Teaching and Learning Tools

Storing Research Records

Research Records are excluded from the Records Management Policy, and are therefore not considered University Records. The Research Policy governs the use of research records through its associated procedures. 

Guidance on the management of research records can be found at: 

• Research Data Storage Services
• The Use of Information + Data in Research

Related Resources and Contacts 

• Storage guidance for your data 
• Department Network File Storage (DNFS) Technical Details Infosheet
• Creating an Email Archive documentation
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All resources and the question form are available through Google Workspace Changes.

For additional Google Workspace training, please visit .