In accordance with Fredonia’s Data Risk Classification Policy (see Data Examples), the following can be used for the campus community to determine what kind of University data can be saved where:
Approved University Data Storage OptionsServices | Description | Storage Quota | Cat I - Public Data | Cat II - Private Data | Cat III - Restricted Data |
U: Drive | U: Drive dedicated network storage service for all employees, students, and some campus community members, which is automatically backed up twice a day, is encrypted and is available from University-owned computers anywhere on campus. If your computer crashes, your important files will still be accessible and secure on the University’s servers located in the data centers. | Students 5GB / Faculty-Staff 50GB NOTE: these can be expanded with a valid business reason up to 750 GB by emailing tracker@fredonia.edu ) | ✔ | ✔ | ✔ |
M: Drive | M: Drives is a dedicated network storage service that is automatically backed up twice a day, encrypted, and is available from computers anywhere on campus. This service is for University employees only that need to share files with other employees across campus. Create and access control to Fred shares need to be requested via Tracker.fredonia.edu and the requesting user needs to obtain approval from their Department Head (Director, Dean, Chair) before they are issued the new Fredshare. | As needed by the department. NOTE: these can be expanded with a valid business reason up to 750 GB by emailing tracker@fredonia.edu ) | ✔ | ✔ | ✔ |
| Microsoft OneDrive | Microsoft OneDrive is Microsoft’s cloud storage service part of the Office365 suite available to all faculty, staff, and students. This cloud storage solution should only be used to store business-related data (no personal data) and is comparable to Google Drive. Only Category I - Public or Category II - Private University data should be used with this solution. OneDrive provides the ability to store your documents in the cloud so that they can be securely accessed from anywhere via the Internet. On University-owned desktops and laptops, OneDrive functions as if it were a local drive for ease of use. It also provides the ability to share documents similar to the way Google Drive allows you to share documents. With OneDrive you have a 1 terabyte quota limit. | 1 TB NOTE: If campus users need additional storage space above and beyond the 1TB quota, ITS can increase individual quotas up to 5 TB if users can demonstrate a valid business need for the additional storage. To request additional storage in OneDrive, please submit a tracker ticket by sending an email to tracker@fredonia.edu. | ✔ | ✔ | |
Google Gmail/ Drive/Photos | Google Drive is the authorized cloud storage service for the University. It can be used to save Category I - Public or Cat II - Private data only. Saving Category III - Restricted data is strictly prohibited. While Google makes sharing files and folders very easy with Drive, employees need to be careful to never share Cat II - Private data to unauthorized individuals or organizations (e.g. FERPA violation). | Staff/Students/Associates 20GB NOTE: Is highly recommended that users maintain their quotes 15% to 20% under the 20GB quota to avoid any service disruptions.) Visitors/Student Association Groups 5GB | ✔ | ✔ | |
| Google Shared Drive | Google Shared Drive is the authorized cloud storage service for the University. Shared Drives is a shared space where teams can easily store, search, and access their files anywhere, from any device. Unlike files in My Drive, files in a Shared Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done. It can be used to save Category I - Public or Cat II - Private data only. Saving Category III - Restricted data is strictly prohibited. While Google makes sharing files and folders very easy with Drive, employees need to be careful to never share Cat II - Private data to unauthorized individuals or organizations (e.g. FERPA violation). | TBD | ✔ | ✔ | |
Personal Cloud Storage | Employees can use web-accessible versions of personal cloud storage services (e.g. Box, iCloud, personal Google Drive, etc.) to save Category I - Public data only. Saving Category II - Private or Category III - Restricted data is strictly prohibited. NOTE: Employees can use the local Dropbox syncing application on University computers to store CAT I - Public data only. | N/A | ✔ | ||
Personal External Hard Drive or USB (Thumb) Drives | Employees can use personal external hard drives or USB thumb drives to save Category I - Public data only. Saving Category II - Private or Category III - Restricted data is strictly prohibited. | N/A | ✔ |
NOTE: All University data should be stored in accordance with State University of New York Records Management, Records Retention and Disposition requirements. If a department has storage needs that exceed the limitations noted in this document, please send an email to Tracker@fredonia.edu so that ITS can discuss appropriate options.