Responsible Storage Use - Remove Your Unused Files

As communicated last month, Microsoft has implemented new storage limits for JMU and other educational customers, and the company has said that it will impose additional storage fees for institutions who exceed their allotted storage. This change provides an opportunity for all of us to reflect on our usage of storage and clean up unused email and files.

Why is Responsible Storage Use Important?

Everyone at JMU is increasingly adopting and using Microsoft 365 applications like OneDrive and Teams, and that is a good thing, but remembering to be efficient can save you time and help JMU's funds go further. Digital file storage consumes resources in many forms: drive space, electricity, backups, management time, and more. JMU has a license for Microsoft 365, allowing us to store data on Microsoft's servers. When our use of digital storage grows, Microsoft expends more resources, and they pass along that cost to JMU.

How Can You Help?

Please engage in the regular practice of removing/deleting unused or unneeded files. By regularly cleaning up your file use, you not only free space for yourself and your colleagues, but you also lower potential costs to JMU.

That said, don't forget to check University Policy 1109: Records Management to ensure compliance with the appropriate record retention and disposal requirements.

Where Can You Look?

Information Technology is asking you to clean up any unused or unneeded files located in the following spaces:

• Personal eID folders and departmental folders on JMU's shared drives, most often referred to as the N Drive.
• Your Microsoft OneDrive
• Any Microsoft Team for which you are responsible
• Any SharePoint site for which you are responsible

What Do You Need to Do?

• Delete files that you (i) no longer need, (ii) duplicate files, or (iii) any files that should not be stored in these spaces (please refer to the University Data Storage Standard).
• Delete any obsolete teams in Microsoft Teams.
• Delete any obsolete SharePoint sites.

Is Training Available?

IT Training offers several in-person courses that educate users in the responsible use of digital resources and how to use the many cloud storage options offered through Microsoft 365. There is a monthly Microsoft Teams Overview course (IT711), a Windows 11 course (IT211) that walks through the basics of Microsoft OneDrive, and a Leveraging the Web course (IT209) that goes in depth on the impact of digital file storage on everyday life. You can sign up for any course through MyMadison by going to the Employee tab, clicking Request Training Enrollment, and searching for the correct course.

Users may also take advantage of thousands of online training videos offered through LinkedIn Learning.

What If I Have Questions?

If you have questions or require assistance, please contact the IT Help Desk at (540) 568-3555 or helpdesk@jmu.edu.