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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 Fredonia Storage Options

Description

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.

Fredshare

Fredshare 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 Fredshares 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.

Google Drive

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 however, employees need to be careful to never share Cat II - Private data to unauthorized individuals or organizations (e.g. FERPA violation).


Google Team Drive

Google Team Drive is the authorized cloud storage service for the University. Team 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 Team 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 however, employees need to be careful to never share Cat II - Private data to unauthorized individuals or organizations (e.g. FERPA violation).


Gmail

Gmail is the authorized cloud email service for University business. Gmail users can use Category I - Public or Category II - Private data. Using Category III - Restricted data with Gmail is strictly prohibited. Employees need to be careful to never share Cat II - Private data to unauthorized individuals or organizations (e.g. FERPA violation).


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.



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.






Data Risk Classifications

Data Examples

U: Drive

Fredshare

Google Drive

Gmail

Personal Cloud Storage (Web Accessible Versions Only)

Personal External Hard Drive or USB (Thumb) Drives

Cat I - Public Data

University financial data or business records available to the public, Approved meeting minutes, Administrative process data, Data about decisions that affect the public, Other university public data, General access data, such as that on unauthenticated portions of the institution’s website

Cat II - Private Data

FERPA-protected data, Gramm-Leach Bliley data, Final course grades, exam questions or answers, HR employment data, Law enforcement investigation, data, judicial proceedings data includes student disciplinary or judicial action information, Public Safety information, IT infrastructure data, Collective bargaining, negotiation data, contract negotiation data, Trade secret data, Protected data related to research, University intellectual property, University proprietary data, Data protected by external, non-disclosure agreements, Inter- or intra-agency data which are not: statistical or factual tabulations; instructions to staff that affect the public; final agency policy or determination, External audit data, University person number (e.g. Fredonia ID "FID", PDIM), Performance Programs and Evaluations, Travel Authorizations and Reimbursement Forms, Brass Key Forms and Inventories, Search Committee Documents, Licensed software, Certain nonpublic Intellectual Property



Cat III - Restricted Data

Social security number (SSN), Driver license number, State-issued, non-driver ID number, Bank/financial account number, Credit/debit card number (CCN), Protected Health Information, Passport number, University I.T. authentication credentials, Documents protected by attorney-client privilege





NOTE: All University data should be stored in accordance with State University of New York Records Management, Records Retention and Disposition requirements.