Any records created or received by your office must remain findable and accessible for the full retention period. This is not always straight forward in OneDrive/Google Drive. Keep in mind when using these systems:
- Use a OneDrive for Business account linked to a departmental UW NetID. This allows you to sidestep the potential loss of documents that can occur when an employee leaves your department. Better yet, use a SharePoint site that has shared owner permissions.
- You will not be able to use a Google Drive account liked to a Shared NetID and are at risk for the loss of active documents when the employee who created them leaves your department.
- Like any other records repository, set and manage your access permissions in order for others to be able to view and access documents stored in the cloud. This prevents silos that can be lost or forgotten.
- Incorporate records cleanup into your off-boarding process. Departing employees should delete any records that are past retention and, if using individual accounts, migrate any records with continuing retention to a durable, shared repository/location like SharePoint.
For more information about the responsibilities inherent in using a third-party cloud service provider, please refer to our resource on Cloud-Based Applications Best Practices. If you have questions, or would like further clarification, please contact us at recmgt@uw.edu or 543-0573.