Data Storage Guidelines
Storing and Transmitting Protected Data
Certain programs are not suitable for certain types of data. Personal data, not related to Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û job responsibilities, should never be stored on Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û devices or drives. It is your responsibility to know where and how lawfully protected data can be safely stored and transmitted.
Data Types
There are different categories for types of data. These are some examples of commonly associated documents for each data type.
- Protected: Other - SSN, driver's license number, visa/passport, medical, bank info
- Protected: Research - Sensitive or restricted research data, restricted intellectual property
- FERPA - Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û student ID, grades, roster
- Unrestricted/Public - Class schedule, University Press release, Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û course catalog
- Restricted Data - University policies, operational procedures
- Standard - Basic work/office files
Note: This is not an exhaustive list of all document types.
Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û Data Storage Table
Use this table as a general guide to help make appropriate decisions on where certain data types should be stored.
Note: A indicates an appropriate place to store or collect the data type.
| Data Types | |||||||
|---|---|---|---|---|---|---|---|
| Protected: Other |
Protected: Research |
FERPA | Restricted | Unrestricted / Public |
Standard | ||
| Storage / Collection Options |
Teams/ SharePoint/ OneDrive |
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| Shared Network Drive (U:Drive) P: |
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| Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û Email | |||||||
| Zoom | |||||||
| Adobe Creative Cloud | |||||||
| Qualtrics | |||||||
| Õý°ÄÃÅÁùºÏ²Ê¿ª½±½á¹û Owned Storage Devices (Computer hard drive, USB drive, etc) |
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| For questions, concerns, or suggestions, contact the Data Management Committee. | |||||||