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Audience: Faculty & Staff
Where Should You Save Your Files? Understanding Desktop, Local Drive, OneDrive, and U Drive
Overview
This article explains why you should avoid saving files to your desktop or local hard drive and instead use OneDrive or your U Drive (network drive). It also covers important guidelines about storing Personally Identifiable Information (PII).
Why You Should NOT Save Files to Your Desktop or Local Drive
1. Risk of Data Loss
- Files saved locally exist only on that specific device
- If your computer crashes, is lost, stolen, or damaged, your files are gone permanently
- Local drives are not backed up by IT
2. No Access from Other Devices
- Files on your desktop or C: drive can only be accessed from that one computer
- You cannot retrieve them if you're working remotely, from home, or on a different device
3. Security Vulnerabilities
- Local files may not be protected by enterprise security measures
- If your device is compromised, locally stored data is at risk
- Makes compliance with data protection policies difficult
4. Device Replacement Issues
- When computers are refreshed, replaced, or wiped for security reasons (as in malware incidents), all local data is lost
- No recovery options exist for locally stored files
Recommended Storage Options
✅ OneDrive (Cloud Storage)
Best for: Active projects, documents you edit frequently, files you need across multiple devices
Benefits:
- Automatic backup and version history
- Access from anywhere (computer, tablet, phone)
- Files survive device failures or replacements
- Built-in ransomware detection and recovery
- Easy sharing and collaboration
- 1 TB of storage per user
How to Access:
- Through File Explorer (OneDrive folder)
- Via web browser at onedrive.microsoft.com
- Through Office applications (Save As → OneDrive)
✅ U Drive (Network Drive)
Best for: Departmental files, larger datasets, files requiring network-level access controls
Benefits:
- Centrally backed up by IT
- Accessible from any company computer on the network
- Protected by enterprise security measures
- Ideal for compliance and audit requirements
How to Access:
- Map the network drive through File Explorer
- Computer --> U:
⚠️ Important: Storing Personally Identifiable Information (PII)
What is PII?
Personally Identifiable Information includes any data that can identify an individual, such as:
- Social Security Numbers
- Driver's license numbers
- Financial account numbers
- Medical records
- Passport numbers
- Home addresses combined with names
- Biometric data
PII Storage Guidelines
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Do
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Don't
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Store PII only in approved, encrypted systems
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Save PII to desktop, downloads, or local drives
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Use OneDrive with proper sharing permissions
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Email PII as attachments
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Follow your organization's data classification policy
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Store PII in personal cloud accounts (Google Drive, Dropbox, etc.)
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Encrypt files containing sensitive data when required
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Leave PII-containing files in unsecured locations
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Why This Matters
- Legal Compliance: Regulations like GDPR, HIPAA, and CCPA require proper handling of PII
- Identity Protection: Improperly stored PII can lead to identity theft
- Organizational Risk: Data breaches involving PII can result in fines, lawsuits, and reputational damage
Quick Reference: Where Should I Save This?
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File Type
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Recommended Location
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Work documents (Word, Excel, PowerPoint)
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OneDrive
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Active project files
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OneDrive
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Files needing team access
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OneDrive (shared) or U Drive
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Large departmental datasets
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U Drive
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Temporary downloads
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Delete after use or move to OneDrive
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Files containing PII
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Approved encrypted systems only (consult IT)
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Personal files
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Not on company devices
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Need Help?
If you're unsure where to store specific files or need assistance migrating data from your desktop to OneDrive or U Drive, please contact the IT Service Desk:
Remember: When in doubt, save to OneDrive. Your future self (and the IT team) will thank you!