Cloud Storage

What is the Cloud? The cloud allows you to save files on the internet instead of directly on your computer. There are many reasons to use the cloud, but the main reasons are convenience and reliability. Saving a file to the cloud ensures that you'll be able to access it with any computer that has an Internet connection, so you won't need to worry about using USB flash drives. The cloud also makes it much easier to share a file with coworkers and friends.

Use the table below to figure out if cloud storage is the right fit for you. 

I need to... OneDrive Yammer Sharepoint

Have access to my own files from anywhere

n/a

n/a

Share files with a small group of people

n/a

Collaborate with internal St. Thomas colleagues

Collaborate with external non-St. Thomas colleagues

n/a

n/a

On Campus File Storage

If your work is related to conducting business at St. Thomas or contains confidential information (eg. HIPAA or FERPA privacy) this should remain in our on campus systems or systems designated specifically for this type of use.

DeptStore - Short for Department Storage, DeptStore acts as a central storage for all departments.  DeptStore is backed up nightly and allows multiple approved users to access department documents.

Acadstore - Similar to DeptStore, the Acadstore allows faculty a place to store academic documents. 

Academic Storage

Blackboard - Course files, assignments, tests, grades, etc.

Ensemble -Store in our videos in our Ensemble library, embed these videos into Blackboard, and share with other members of the university.


   

File and Data Security

 It is important to store data and documents you are working on in systems that have an appropriate level of security in terms of its confidentiality, integrity and availability requirements.

These categories below can help classify your data.


Public Use

Low Risk

This information is targeted for general public use. Examples include Internet website contents, public directories, campus maps and other information for general viewing and press releases.


Internal Use

Medium Risk

Information not generally available to parties outside the St. Thomas community, such as non-directory FERPA related information, minutes from non-confidential meetings, and internal (Intranet) websites. Public disclosure of this information would cause minimal trouble to the Institute. This category is the default data classification category.


Confidential

High Risk

This information is considered private and must be guarded from disclosure; unauthorized exposure of this information could contribute to ID theft, financial fraud and/or violate State and/or Federal laws.  High risk data includes personally identifiable information such Social Security numbers, and driver’s license numbers, as well as credit card account information, protected health information (PHI), and donor  contact information.


File Storage Vs. Risk Management

This table indicates which classifications of information are allowed on a selection of commonly-used file storage services available at St. Thomas.

  Public – Low Risk Internal Use – Medium Risk Confidential – High Risk

Office 365 E-mail

   

DeptStore1 / Acadstore

   

Local Workstation

*

*

Banner / ODS / EDW

SharePoint - On Premise

   

Designated HIPAA Compliant Systems (Pyramed, etc)

Blackboard

   

Ensemble

   

  * May be permissible if required and encrypted.