Overview - User OneDrive Link Sharing Process

Files you share in your individual ECU OneDrive folder automatically expire two years after creation. This article outlines the management process for users.

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Faculty, Staff, Students

Overview

To better protect ECU data, files you share in your personal ECU OneDrive are no longer shared indefinitely:

• Users are required to audit shared files in their personal ECU OneDrive annually.
• Long-term collaboration should be in Teams, SharePoint and Piratedrive. These apps are designed for collaboration, shared ownership and group-based access control.
• All shared file links in your personal ECU OneDrive expire two years after creation. When the link expires, collaborators lose access unless a new link is shared. This applies to the following types of links:
  • People inyour organization
  • Specific people
  • Links shared externally
• When you leave ECU, your user permissions and shared links to are expired.

This change ensures files do not remain shared indefinitely and helps prevent unintended access to sensitive or outdated content by users who no longer require access. For example, users who have retired or transferred to another department. 

When to use Teams, SharePoint or Piratedrive

If files need to be accessed for more than 2 years, they should not remain in your personal OneDrive.

Use Teams, SharePoint or Piratedrive when:

• The content belongs to a department, program, committee or student organization.
• Multiple people need ongoing, long‑term access.
• You need version history and shared ownership.
• You want files to stay accessible even if someone leaves the institution.

Are you currently sharing files from your OneDrive?

1. Review files you have shared from your personal ECU OneDrive.
2. Identify documents or folders that:
   • Support long-term projects
   • Are needed by teams or departments
   • Should not rely on a single person’s OneDrive
3. Move those items into a Team or SharePoint site.
4. Re-share the files from the new location as needed.

How to Move Content to Teams or SharePoint

1. Open your OneDrive.
2. Select the file or folder you want to move.
3. Choose Move to.
4. Select:
   • A Team,
   • A SharePoint site, or
   • A departmental shared library.
5. Confirm the move.

After moving the file, sharing should be done from its new location.

 

Resources

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Accessibility

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Security

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