Author: Melissa Sanchez
Melissa is a student employee with Technology Services and is a senior at Illinois majoring in Communications.
The cloud is everywhere. The cloud lets you store data somewhere other than your device and allows you to access that data from anywhere through the internet.
U of I has several cloud services available for students and faculty to use, which you can learn more about through the Technology Services’ cloud storage essentials page. The three big ones are Google Apps/Workspace, Microsoft 365 and U of I Box. It is important to note that U of I Box is the only one that the university considers secure enough to host private and sensitive information.
Most of us have used the cloud in some capacity, but even those who have used the cloud for years may feel overwhelmed when trying to sort or clean the mass of data that they have accumulated. Below are some tips to (spring) cleaning out your cloud storage.
What should you add to the cloud?
Important documents
- These are the documents that you want backups and copies of in case something happens to your device.
- This can include important photos and videos.
- This can also include files like legal documents, tax returns and school-related files as long as your cloud is secure.
Frequently accessed files
- These are files that you use often and may have to access from more than one device.
- This can include projects, spreadsheets or class documents.
Shared files
- These are files that other people need to be able to access, and possibly edit, on multiple devices.
- This includes group assignments, sign-up sheets and documents that need to be reviewed or edited by another person.
What should you delete from the cloud?
Old/unused files
- These are the files and documents that accumulate in the cloud over the years. It is important to remove these from cloud storage to free up space as well as make it easier to keep track of your files. A good rule of thumb for this is to remove files that have not been accessed in over a year.
- Old or unused files do not need to be deleted from your device if you believe they may be needed later.
Sensitive files
- If you have reason to believe your cloud is not secure, it is best not to have private or sensitive information on it, as it may not be safe.
- This includes information that is protected by HIPAA or FERPA or legal documents.
- If you are not sure that a particular cloud storage is secure, it is better not to risk it.
How can you organize your cloud storage?
Keep a consistent system
- The most important factor in a well-organized cloud is to keep your organizational system consistent across your documents and files.
- As long as the system makes sense to you and others you share it with, it can be as intricate or simple as you want.
Methods you can use:
- Use folders to sort your documents.
- Number or tag your files.
- Use a naming system.
- Sort the files by recency.