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This article shares information about the cloud storage options available to students, faculty and staff.
Visual Aid (Flowchart)
Note: Click image for larger view.
Considerations
- None of these cloud storage options are ITAR or CUI compliant. (confirming support options)
- University provided storage options are for University-related content only.
- Personal material should be kept in personal storage outside of the University.
- Box Health is exclusively for HIPAA and PHI related content.
- Google Drive is FERPA compliant.
- Students requesting a Google Shared Drive will require a staff or faculty sponsor.
List of Cloud Storage Options
Options for Faculty & Staff
- Microsoft OneDrive
- BOX
- Microsoft Teams
- Microsoft SharePoint
- Panopto (video files / lecture capture)
- Google Shared Drives (link to form) can be requested for research collaboration or for projects that require access to Google tools.
Options for Students
- Google Drive
- Google Shared Drives (link to form) can be requested for group projects. (requires faculty/staff sponsor)
- Microsoft OneDrive
Additional Considerations
- Faculty and Staff
- Both Teams and SharePoint offer faculty and staff additional options for sharing files related to project work
- Box offers Collaboration Spaces as an option that includes larger storage capacity.
- Students
- Consider using My Drive in Google for collaboration.
Which Application Should I Use?
Faculty / Staff / Students
- Individual Files
- One Drive is the recommended option for UA-related content.
- Shared files
- MS Teams/SharePoint or a BOX Collaborative space are the recommended options.
- Personal files
- Files unrelated to education or work at the University should be stored in personal cloud storage accounts (not UA-provided accounts)
Ownership Transfers
- For BOX, use the Box Collaborative Space Request form to submit a request for either a Divisional or Project-based account.
- For Teams, the team owner(s) can make changes without the need for a support ticket.
Restricted Data
Per the Information Resource Classification Standard (VPN required), restricted data is identified and classified by the department Information Resource Owner (IRO). Questions regarding compliance should be directed to the Information Resource Owner (IRO) for your department.
Additional Considerations
Regulated Data
- It is important to note that Regulated Data requires extra consideration.
- If you’re using any of these kinds of data: PII, FERPA, HIPAA, ITAR, or CUI, please contact your departmental IT or advising faculty for compliance-specific options.
File Retention
- Students graduating - Keep Google Drive and no other storage
- Employees who retire - Keep Google Drive and no other storage
- Students taking academic leave - Lose access to everything
- Employees who leave prior to retirement - Lose access to everything
- DCC (Designated Campus Colleagues) who end their engagement - Lose access to everything
Note: The date you lose access will depend on your departure date. The date that your data is removed varies by system. For some previously mentioned systems, your storage may continue to exist, however, that is ending soon due to shifts in vendor storage policies.
NON-UA Collaboration
- If your collaborator does not have a license to one of these systems, each application offers a free account.
Personal Preferences
- We understand your personal preferences will be part of the decision-making process. Please make sure to strike a balance between regulated data concerns, storage allocation, long-term storage of files as well as your own personal preferences.