Why this matters
Using the right tool protects RCDSO records, supports collaboration, and ensures files remain accessible over time.
Bottom line:
OneDrive = your personal workspace
SharePoint = RCDSO’s shared workspace
Use OneDrive when the file is:
✅ Materials considered personal working files (individual work)
✅ A draft, working copy, or personal notes
✅ Early‑stage analysis or research
✅ Shared temporarily with 1–2 people for feedback
✅ Not yet an official RCDSO record
Examples
- Draft briefing notes
- Working spreadsheets or slide decks
- Personal research and background material
- Documents awaiting review or approval
⚠️ Important
Files in OneDrive are tied to individual accounts. If you leave RCDSO, access may be lost.
Use SharePoint when the file is:
✅ Owned by a team, department, or committee
✅ An official RCDSO record
✅ Needed by multiple people long‑term
✅ Required for governance, regulatory, or audit purposes
✅ Expected to remain after staff changes
Examples
- Council and committee documents
- Policies, procedures, standards
- Departmental working files
- Approved reports and decision records
- Reference material used across teams
Quick decision guide
Ask yourself:
- Would RCDSO still need this if Iwasn’there?
- Does more than one personownthis file?
- Is this the final or official version?
👉 If yes → Store in SharePoint
Recommended file lifecycle
- Create & draft→ OneDrive
- Collaborate & review→ OneDrive or SharePoint (asappropriate)
- Finalize & approve→ Move to SharePoint
- Retain & reference→ SharePoint
What not to do
🚫 Store committee or corporate records in OneDrive
🚫 Use OneDrive as long‑term shared storage
🚫 Keep only one copy of an approved document in personal storage
🚫 Create duplicate SharePoint sites for convenience
Remember
If the file represents RCDSO’s position, decision, or record — it belongs in SharePoint.
If you’re unsure, choose SharePoint or contact IT for guidance.