To ensure secure and reliable data management, this webpage outlines the guidelines for utilizing cloud storage and local storage at A-State, with a focus on the use of Microsoft OneDrive as the approved platform for confidential and internal data.
Definitions
- Cloud Storage: Storing data over the internet through a service provider, offering flexibility and redundancy.
- Local Storage: Data saved directly on a machine or external device without automatic backups.
The following table outlines the data classification and proper handling of AState data.
Data Classification |
Cloud Storage
|
Network Drive
|
Local Storage |
|
Restricted* |
Not Allowed |
Allowed |
Allowed(1) |
|
Limited Access** |
Allowed But Not Advised |
Allowed |
Allowed But Not Advised |
|
Public*** |
Allowed |
Allowed |
Allowed |
*Restricted Data—Any data that contains personally identifiable information concerning any individual and is regulated by local, state, or Federal privacy regulations. This includes data such as grades, social security numbers, classified research, etc.
**Limited Data—Any data that is not classified as AState Restricted Data, but which is information that AState would not distribute to the general public. Academic research falls in the category.
***Public Data—Any data that AState is comfortable distributing to the general public
(1)This data is allowed only if you have Crowdstrike and Malwarebytes running on your machine. Not sure if you have either of these? Please contact the IT Security team at security@astate.edu.
Cloud Storage vs. Local Storage
- Cloud Storage: These services provide a secure and backed-up environment. Data stored in the cloud is protected by multiple layers of security and redundancy.
- Local Storage: Data saved on a local machine or external device is not backed up by A-State. In the event of hardware failure, this data can be lost permanently. Therefore, local storage should not be used for critical A-State data.
Cloud Services
|
Services Approved for University Use |
Services Not Approved for University Use |
|
Microsoft OneDrive |
Box |
|
Dropbox — Using AState address only (Research Faculty & Approved Use Cases Only) |
iCloud |
|
|
Amazon Cloud Drive |
|
|
Google Drive |
|
|
Approved Services
- Microsoft OneDrive: The primary, approved cloud storage solution for storing confidential and internal data. OneDrive meets A-State’s security standards, ensuring data is protected and accessible from authorized devices
- Each user is allocated a default storage quota on OneDrive. Users who require additional storage beyond this standard limit can contact security@astate.edu to begin the approval process for an increased storage allowance.
- Kaltura: For large media files, such as video, Kaltura is the recommended platform, optimized for high-volume storage and streaming of multimedia content.
- Canvas LMS: Canvas offers an integrated solution for storing academic materials, designed specifically for educational content.
- Dropbox: Limited support is available for Dropbox, and specific use cases must be reviewed and approved by security@astate.edu prior to Dropbox use. All existing users of Dropbox with institutional accounts should aim to migrate content to OneDrive if feasible.
If you would like to see the entire set of guidelines on cloud and local storage at Arkansas State University, please click here.
