File Storage & Sharing
Store, access, and share your BU files using the storage option that best fits your work, team, and collaboration needs.
WHERE SHOULD I SAVE MY FILES?
Choose the Right Storage Option
BU provides several storage platforms, but they are designed for different kinds of work. Start with who owns the files and who needs to collaborate on them.
Network Drives
BEST FOR: QUESTROM / DEPARTMENTAL SHARED FILES
Use Questrom network drives for files that belong to a
department, team, or established shared folder structure.
Access can be managed through BU accounts and permissions.
OneDrive
BEST FOR: YOUR INDIVIDUAL BU WORK FILES
Use BU OneDrive for files that primarily belong to you but
that you may occasionally need to share or collaborate on
with other people.
SharePoint
BEST FOR: TEAM & DEPARTMENTAL COLLABORATION
Use SharePoint when files belong to a group rather than
one person. Teams and departments can maintain shared
documents, permissions, versions, and other collaborative content.
Google Drive
BEST FOR: GOOGLE-BASED STORAGE & COLLABORATION
Use BU Google Drive when your work is centered around
Google tools or when you need cloud-based file access
and sharing from multiple devices.
CHOOSE THE RIGHT LOCATION
Where Should I Store This?
The best storage location depends on who owns the files, who needs access, how long they need to remain available, and whether the information is sensitive. Use these common scenarios as a starting point.
Files Primarily for You
Use your BU cloud storage for files that belong primarily to you and that you need to access across devices or share selectively with others.
PERSONAL WORKING FILES
For faculty and staff working primarily in Microsoft 365, BU OneDrive is the natural choice. BU Google Drive may be a better fit for Google-based workflows. Eligibility differs by affiliation.
Files the Team Needs to Keep
If files belong to a department, project, or team rather than one individual, use a shared location designed to remain available even when team membership changes.
TEAM & DEPARTMENTAL DATA
BU strongly recommends SharePoint for team or departmental Microsoft 365 documents, while Google Shared Drives are the corresponding shared option in the Google environment. Existing Questrom Network File Storage may also be appropriate for departmental resources.
Files Shared with a Class or Project Group
Choose the platform that best matches how the group is already collaborating. Google Drive works naturally with Docs, Sheets, and Slides, while Teams and SharePoint integrate closely with Microsoft 365.
COLLABORATION
BU specifically identifies Google Drive as useful for class-project collaboration because students have access to the Google environment, while SharePoint is designed for shared Microsoft 365 workspaces.
Sensitive University Data
Do not choose a storage platform based only on convenience. Confidential and Restricted Use information must be stored only in services approved for the applicable data classification.
SECURITY FIRST
BU OneDrive and SharePoint are approved for Confidential and Restricted Use information when configured appropriately. BU Google Drive is approved for Confidential and FERPA data but not Restricted Use or HIPAA data. Personal cloud services may not be used for Restricted Use data.
If the files need to remain available after you change roles or leave BU, avoid making one person’s individual storage account the only authoritative copy. Use an appropriate shared or departmental location and make sure ownership and access can be transferred.
PERSONAL CLOUD STORAGE
Access Your Files from Anywhere
OneDrive and Google Drive provide cloud-based storage for files that belong primarily to you. Both support access across devices and selective sharing, but each fits a different working style.
BU OneDrive
BEST FOR MICROSOFT 365 WORKFLOWS
Store your individual BU work files in Microsoft 365 and access them from your computer, browser, or mobile device. OneDrive works especially well when your work is centered around Word, Excel, PowerPoint, and other Microsoft 365 tools.
- Sync files across your devices
- Share individual files or folders
- Collaborate in Microsoft Office documents
- Access files through Microsoft 365
BU Google Drive
BEST FOR GOOGLE-BASED COLLABORATION
Store and share files through your BU Google account. Google Drive is a natural fit when you’re collaborating in Google Docs, Sheets, Slides, or other Google Workspace tools.
- Access files from the web or synced devices
- Share files and folders with collaborators
- Work together in Google Docs, Sheets, and Slides
- Keep Google-based coursework or project files together
TEAM & DEPARTMENT FILES
Share Files Without Making One Person the Owner
For departmental and long-term team content, choose storage that belongs to the group rather than an individual employee’s cloud account.
SharePoint
Create a centrally managed Microsoft 365 workspace for documents, lists, shared information, permissions, and collaboration.
Team Ownership
Shared files remain associated with the team or department rather than depending on one person’s individual account.
Microsoft Integration
SharePoint works closely with Microsoft Teams, Outlook, Office, and OneDrive, making it a natural fit for groups already working in Microsoft 365.
GOOD TO KNOW
Before You Choose Where to Save
Think about ownership, access, and the sensitivity of the information before choosing a storage platform.
Who Owns the Files?
If the files should remain with a team or department when someone changes roles or leaves BU, use shared storage such as SharePoint or an appropriate network drive rather than an individual’s personal cloud storage.
Working Off Campus?
OneDrive, Google Drive, and SharePoint are cloud services and generally do not require BU VPN. Questrom network drives generally require VPN when accessed from off campus.
Check the Data Classification
Not every storage platform is approved for every type of University data. Review BU’s current storage and security guidance before storing confidential or Restricted Use information.
Last content review: August 24, 2026
COMMON QUESTIONS
Quick Answers
Should I use OneDrive or SharePoint?
Use OneDrive for files that primarily belong to you. Use SharePoint when documents belong to a team, department, project, or other group that needs shared ownership and ongoing access.
Do I need VPN to access my files from home?
Cloud services such as OneDrive, SharePoint, and Google Drive generally do not require VPN. Questrom network drives normally require a BU VPN connection when you’re off campus.
Can I share files outside BU?
Some BU cloud-storage platforms allow sharing with external collaborators, but sharing options and permitted data depend on the service and the sensitivity of the information.
What happens to shared files if someone leaves BU?
Files stored in an individual’s cloud account can become difficult for a group to manage after that person leaves. Departmental and team files should generally live in shared storage such as SharePoint or an appropriate network drive.
Should I keep department files in my personal OneDrive or Google Drive?
Not as the only long-term copy. Files that belong to a department or team are better stored in a shared location such as SharePoint, a Google Shared Drive, or an appropriate network share so access does not depend on one person’s account.
Is cloud storage the same as backup?
Not necessarily. Cloud storage improves availability and may protect against local device failure, but BU still distinguishes storage from backup requirements. Critical University information should exist in an approved enterprise location in addition to any local copy.
Can I save Restricted Use data in Google Drive?
Not in BU Google Drive under current BU guidance. BU Google Drive is approved for Confidential and FERPA data, but not Restricted Use or HIPAA data. Use a service specifically approved for that data classification.
Is OneDrive approved for sensitive data?
BU OneDrive is approved for Confidential and Restricted Use information, including FERPA and HIPAA, when used and configured appropriately. If Restricted Use data is synced to a device, that device must also meet BU security requirements.
Not Sure Where Your Files Should Live?
Tell Questrom ITS what you're storing, who needs access, and how the files will be used. We can help you choose the most appropriate Questrom or BU storage option.
Get IT Support
questromhelp@bu.edu
Visit The Helpdesk
617-353-9858
Mon – Thurs: 8am – 6pm
Friday: 8am – 5pm