Education M365 Onedrive Guidance

Important - Your H Drive Is being replaced with OneDrive. Please read the following instructions to ensure no loss of important information currently stored on H drives.

What Is Happening with OneDrive?

OneDrive is a secure online file storage tool. As part of the Education M365 project user H:drives are being replaced with OneDrive, and ICT will be contacting users identified for migration. Guidance documents covering how to use OneDrive.

It is important that users are aware of the agreed use of OneDrive, which is outlined below. All information within the Council and HSCP’s network must be managed appropriately, and staff fully informed of the correct and safe use of the applications available.

Further information and general guidance can be found within the ICT Acceptable Use Policy

What are the benefits of OneDrive?

Moving to OneDrive makes it easier to find and store information, and to keep sensitive documents, that are not securely stored elsewhere. It also eases backup costs on our current systems. We can make the most of other M365 apps by using OneDrive, including the ability to easily share documents with colleagues in other teams and save recordings from Teams meetings

What should I keep in OneDrive ?

H:drives, and the replacement application – OneDrive – can be used by employees to store a limited amount of their own individual information. It may also be used as a short term repository for draft work documents and private HR-related information which is not suitable for shared information areas. It must not be used as a permanent storage area for work-related information, and no third party personal information (i.e. client or customer information) should be stored within a user’s OneDrive.

It is the responsibility of all members of staff to manage the information they choose to store within OneDrive appropriately. It is important that all information is managed in accordance with legislation, including:

The Data Protection Act 2018 / GDPR
Freedom of Information (Scotland) Act 2002
Public Records (Scotland) Act 2011

One Drive is for personal information only. Please refer to the guidance available on how to use OneDrive for non personal information.

Managers may store HR related information which is not suitable for storing within HR systems within their OneDrive, and must ensure that this as managed correctly in line with retention and disposal requirements.

Examples of information suitable for OneDrive

Your latest PRD, or related documents
Your own HR forms (i.e. sickness absence, maternity etc.)
Draft non-sensitive work documents, with no personal information within them
Employee files not suitable for storing within HR systems – only to be held by Managers.

What should I not keep in OneDrive ?

Anything that’s not personal. Education uses different systems and storage areas for non-personal information. Some of the main information storage places are:

Shared network drives (also known as file shares, I:drives, network shares). Used for school related information. Access is managed by ICT, and the folder structure and content is managed by services.

GLOW is Scotland’s nationally available digital environment supporting learning across the whole curriculum. A Glow account provides access to a separate MS365 environment (which can be confusing) but should be used for collaboration and communication between staff and pupils only. The ongoing MS365 project promotes collaboration and communication across the Council (and not between Education staff and pupils). Please see guidance for how to store information in GLOW.

SharePoint & Teams sites – many services are now using Teams and SharePoint to store and share files. These offer better document management and organisation functions, and permissions are managed by staff within the services who are appropriately trained. Find out more about Teams and Sharepoint.

Please refer to the guidance provided to confirm storage locations for non-personal information.

What if I don't have anything stored in My H Drive?

Many employees make little or no use of their H:drive, so the ICT team will contact them first, allowing more time for people with fuller H:drives to prepare for the move. You will be provided with access to OneDrive but don’t need to migrate any information.

What do I need to do if I have information stored in My H Drive?

To help you get as much benefit as possible from the move, please look at what is currently stored on your H:drive and decide:

What can I delete?

What do I need to keep?

Where do I need to store it? (One Drive for personal information, please refer to guidance for non-personal information storage)

When will I be contacted about moving data from H Drive to OneDrive?

We are moving users in stages based on the size of current h drives so look out for an email letting you know when this is happening.

What happens if I don’t do anything?

The migration is happening in stages. We want to give you time to carry out housekeeping in your H:drive.

ICT will notify you with dates for your migration and details on what to do

You will have 3 weeks to delete or move any files

After this date, your H:drive will be available in read only format

After another 3 weeks, your H:drive will be removed

It’s important staff move information needed from their h drive as access will be removed. Staff risk losing information if they don’t move information to the correct storage location.

What should I do after my data is migrated to OneDrive?

Review and maintenance

Users must actively check the files stored in their OneDrive, and take action to remove any data not required to be kept, or not appropriate for OneDrive. Other Microsoft applications will occasionally store data within OneDrive as a default (i.e. if you transfer a file within a 1-1 Teams chat, a folder will be created within OneDrive and a copy of the file stored there).

Termination of employment

Users will be responsible for ensuring any work-related information is moved from OneDrive when they leave employment with the Council. Any personal information stored in OneDrive should be removed from the drive. OneDrive will be accessible for a period of 30 days after termination of employment, and during this period ICT staff may access any data which remains in the drive.

Retention

No automatic retention policy will be applied to OneDrive, data will be held in that area unless manually moved or deleted. Users should ensure they delete information they no longer require.

Storage limit and monitoring

No storage limit is currently in place within OneDrive, the standard 1TB of space is provided to all users. The ICT service may monitor usage levels and contact users if large amounts of space are seen to be in use.

Backup

Deleted items are held within a OneDrive recycle bin and then automatically deleted after 93 days. No recovery of deleted files will be possible after this point..

Help and information

If you’re new to M365, we have lots of online help and training courses on LEON. All Corporate guidance along with a national M365 Skills Hub which provides an extensive online learning resource for users of M365 is available to all staff via MyCouncilWorks.

Please contact Esther Clark –Education Support if you have any queries about Information Management.

Guidance

H Drive – Moving Data from OneDrive

This table is a guide on how to move the information you currently hold in your H drive. There are GDPR and Data Protection considerations that we need you to understand prior to moving information from your H Drive.

When migrating H drive data , if data can be stored in more than one place , please liaise with your Head teacher to ensure consistency.

Please contact your school technician (secondary’s) or clerical staff (primary’s) if you intend moving information to you school shared drive.

Migrating 1Gb of data from H : drive to OneDrive/ School shared drive can take up to 14 hrs (actual times may be longer). So please only keep what is necessary. Please refer to guidance on moving files from your H drive for further information.

Examples of data held in H drive	One Drive	Shared Network	Glow	Comments
Personal documents such as your own PRD, training documents, CLPL certificates, teacher resources that you don’t want to be edited/amended by others, planning records, your contract	ü	×	×
Documents relating to staff that are not kept elsewhere such as PRD records	ü	×	×
Documents relating to current staff such as sick notes, grievance/disciplinary paperwork, contracts	×	×	×	Upload to iTrent. HR are the Single Point of Truth for contract and HR related paperwork. Please delete the documents following upload. You may wish to check that HR hold the data before deletion. In which case it should be temporarily stored on shared network folder under an appropriately secured folder e.g. one only accessed by SLT
Documents relating to non-current staff such as sick notes, grievance/disciplinary paperwork, contracts	×	×	×	Upload to iTrent. HR are the Single Point of Truth for contract and HR related paperwork. Please delete the documents following upload. You may wish to check that HR hold the data before deletion. In which case it should be temporarily stored on shared network folder under an appropriately secured folder e.g. one only accessed by SLT
Documents relating to ongoing current staff grievance/disciplinary procedures	×	ü	×	Store on shared network folder under an appropriately secured folder e.g. one only accessed by SLT. It is acceptable for the HT to keep a file on their One Drive if the ongoing investigation is about a staff member who has access to the secure folder.
Property documents or budgetary files	×	ü	ü	Store on shared network/Glow folder under an appropriately secured folder e.g. one only accessed by SLT.
Documents relating to current pupil records such as minutes of child plan meetings, minutes from Social Work, child plans	×	×	×	Upload to Wellbeing App and delete from H Drive
Documents relating to non-current pupil records such as minutes of child plan meetings, minutes from Social Work, child plans	×	ü	×	These need to be securely passed to the pupil’s current school or, if the pupil has left school, held indefinitely on the shared network in an appropriately secured folder e.g. one only accessed by SLT.
Child assessment information, observations notes, photos for evidence	×	ü	×	Store on shared network in a folder for that pupil as part of an ‘electronic’ PPR which should be passed to their next establishment when they leave or held indefinitely if they leave to be home schooled or leave education.
Photos of current pupils which evidences their learning	×	ü	×	Store on shared network in a folder for that pupil as part of an ‘electronic’ PPR which should be passed to their next establishment when they leave or held indefinitely if they leave to be home schooled or leave education.
Attainment data for pupils, risk assessments for individual pupils	×	ü	×	Store on shared network folder under an appropriately secured folder e.g. one only accessed by SLT.
Minutes of staff meetings, parent’s newsletters/updates, blank master documents, guidance documents or general risk assessment	×	ü	ü	Store on shared network/Glow folder which should be accessible by all staff. Please ensure more up to date documents don’t already exist in the shared network/Glow and do not duplicate documents.
Teacher resources that can be shared	×	ü	ü	Store on shared network/Glow folder which should be accessible by all staff. Please ensure more up to date documents don’t already exist in the shared network/Glow and do not duplicate documents.
Personal documents that are not related to work e.g. photos of weddings, birthdays, hobby documents	×	×	×	Removed from council device and stored on home laptop/device
Photos of pupils who are no longer in your school	×	×	×	Delete
Photos of pupils who are currently in your school but have been taken using consent as the reason e.g. school trips	×	×	×	Delete

OneDrive Do’s and Don’ts

Do:

Use OneDrive for your own personal HR information, such as absence forms, PRDs etc.
Manage any employee information you need to store in OneDrive appropriately
Ensure you do not store any client or customer personal data in your OneDrive
Know where to store records and information within your service
Contact your information management rep, or your manager, if you’re not sure.
Delete any information you no longer need Bute

Don’t:

Use OneDrive as a storage area for work-related information
If you don’t have an appropriate place for certain data, speak to your manager or information management service rep for advice
Keep copies of corporate policies / procedures etc. in your personal drive – as you may end up with an out-of-date copy. Try to keep links to the original locations, or keep pages marked as favourites in your browser.
Keep copies of work-related information in your personal drive, as this may result in data being held for too long
Use OneDrive to store any third party personal data, other than managers holding certain HR information which cannot be stored elsewhere