In recognition of the value of the documents and other files developed and maintained by UVU employees and students in fulfilling the UVU mission, the Digital Transformation (Dx) division follows these strategic principles in providing file storage for the University’s needs:

• We will recommend storing all files of a personal nature on other systems not owned by UVU. All files created by UVU employees in the performance of their duties are property of UVU and must be stored on UVU provided file storage platforms. They are subject to legally performed searches and all regulatory measures.
• We will implement, support, and maintain the University-wide file storage platforms to be used by all University community members for official UVU business and educational purposes.
• We will objectively evaluate available file storage solutions every three years to select the best solution according to the following criteria:
  • Usability features
  • Storage capacity
  • Secure sharing features
  • Total cost of ownership
• We will monitor and ensure appropriate usage of the University’s storage resources by setting standard storage quotas for each user and organization based on the total storage available and the expected needs of each user or organization type. Changes to storage quotas will be handled on a case-by-case basis, with non-standard quota increases paid for by the requesting organization.
• Within the capabilities of the file storage solution in use, we will implement retention requirements as defined by 1) University Policy, USHE Policy, and State of Utah and other applicable regulations; 2) organization requests in consultation with OGC.
• We will provide guidance for the safe and effective storage, sharing, and archiving of documents using the University’s file storage platform(s), including the regular (at least semi-annual) review of file and folder access and sharing.
• When we determine that a file storage platform should be changed, we will provide support, training, and assistance in moving files between platforms, however responsibility lies with the organization and individual users who have custody of the files.

The following University policies provide requirements and guidance for the implementation and usage of UVU file storage platforms:

• Institutional Data Governance and Management (445)
• Privacy and Disclosure (446)
• Information Security (447)
• Retention of Electronic Files (451)

Storage capacity is limited. Users can get their quota increased by submitting this Request with justification for the increase.

• OneDrive is an easy-to-use, secure file storage solution that integrated with the everyday tools people already have on their desktops and mobile devices.
• OneDrive integrates with File Explorer on Windows and Finder on Mac so you can view, open, share, and work with all your files directly from your desktop.
• The OneDrive mobile app and web app give you access to your files on the go or wherever you may be.
• OneDrive is also integrated into the University’s Teams collaboration platform providing access where you need it.
• OneDrive is closely integrated with SharePoint and can be used as a personal workspace for individual users. It allows users to store, sync, and share files within their team, which can also be synced with the SharePoint libraries.

• SharePoint is an easy-to-use, unified, secure file storage solution for UVU that also integrated with the familiar applications people already use every day.
• SharePoint is fully integrated into Microsoft Teams, so it’s use is natural and comfortable for everyone at UVU.
• SharePoint is designed for collaborative document management and team collaboration for files and folders.
• In SharePoint, you can create document libraries to organize, share files, and set permissions to control who can access, edit, or manage them.
• The native Teams and OneDrive integration provides anywhere access to SharePoint files for all UVU users.
• Integration possibilities with SharePoint allow unlimited flexibility to protect UVU data, support simplified workflows, and create solutions for the entire University or for small workgroups as needed.

The following potential exceptions require approval. To request approval, submit a request with "File Platform Exception Request" in the description, and include justification before any UVU documents are placed within the solutions:

• Software as a Service (SaaS) applications often require storage of documents that only the application can read to be stored in their cloud-based file system. (ex. Lucid)
• Box and Dropbox use for most UVU users is discontinued. In situations where collaboration with other organizations requires use of that organization’s storage licensing, a personal Box or Dropbox account for the UVU user should be used. When conducting UVU business, the personal Box or Dropbox account should be licensed (free or paid by the University department) with the official UVU email address of the user.
• Other file storage or sharing solutions are not supported by UVU and are therefore not allowed to be used for UVU business documents.

UVU does not provide support for personal cloud storage services. This includes personal Google account, personal OneDrive account, personal DropBox account, personal Amazon Photos account, personal Box account, or any other personal (not officially approved platform, and/or using a personal email address for account credentials) file sharing services. Personal cloud or other storage platforms are not authorized for use with UVU documents.

Personal OneDrive accounts are not affected by your UVU OneDrive account, which is separate and managed through the university.

All faculty, staff, and students are all automatically provided accounts with OneDrive and SharePoint access. If you have a [email protected] sign-in credential, you should be able to seamlessly access your OneDrive and SharePoint account.

Yes, see the documentation for SharePoint or OneDrive to get specific instructions for working with revision history.

• While storage of personal files on UVU storage is not firmly prohibited, it is not a good idea. All documents stored on UVU systems are discoverable and may be part of a public records request. For your personal privacy and security, please use your own personal file storage platform.
• Personal files will also use space from your quota, reducing space available for work-related individual documents.