Tips for VPFO file storage

Posted on: September 8, 2025

At UBC, there are three options for secure file storage that can/are to be used for different purposes.

Review the following recommendations for file storage in One Drive, Teams, and Teamshare/Network Folders to learn how to best organize your files for collaboration and efficiency within the VPFO.

One Drive

  • Work related files for Personal Use
  • Can be shared with other UBC employees
  • Files are stored in the cloud

Teams

  • Work related files to be shared with other employees
  • Files are stored in the cloud

Recommended usage for Teams:

  • Recommended for storing current files that are actively in use by a team or an open active project
  • Best practice is to have a process in place to assess and move completed project files either twice a year or quarterly to Teamshare/Network Folders to free up space for your team and projects

What not to use Teams for:

  • Teams is not built for deep file structures – i.e., folder within folder within folder…
  • Do not use as a dumping ground for all files as there may be future added costs for excess storage

Teamshare/Network Folders

  • Files that are not accessed frequently
  • No co-editing capabilities with other UBC employees
  • Files are stored on local services on premise
  • Best practice for all historical and completed project files