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Data Storage Guidelines

Storing and Transmitting Protected Data

Certain programs are not suitable for certain types of data. Personal data, not related to 168¿ª½±Íø¹ÙÍø job responsibilities, should never be stored on 168¿ª½±Íø¹ÙÍø 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 - 168¿ª½±Íø¹ÙÍø student ID, student email, grades, roster
  • Unrestricted/Public - Class schedule, University Press release, 168¿ª½±Íø¹ÙÍø course catalog
  • Restricted Data - University policies, operational procedures
  • Standard - Basic work/office files

Note: This is not an exhaustive list of all document types.  

168¿ª½±Íø¹ÙÍø 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
Shared Network Drive
(U:Drive)
168¿ª½±Íø¹ÙÍø Email (unencrypted)
168¿ª½±Íø¹ÙÍø Email
(encrypted)		 1
Zoom
Adobe Creative Cloud
Qualtrics
168¿ª½±Íø¹ÙÍø Owned Storage Devices
(Computer hard drive,
USB drive, etc)

1. More information about .

For questions, concerns, or suggestions, contact the Data Management Committee.