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.
- See Export Control (Policy) for more information.
- 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
Individual UA Files
- All Users: Microsoft OneDrive or Box
Shared/Collaborative Files
- Faculty & Staff: Microsoft Teams, Microsoft SharePoint, or Box Collaborative Space
- Students: Google Drive
Group/Research Projects
- All users: Google Shared Drive (requires faculty/staff sponsor for students)
Video/Lecture Capture
- All users: Panopto
Health-Related Files
- Faculty and Staff: Box Health
Personal (Non-UA) Files
- Use a personal cloud account — not UA-provided
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Note: For storage size details, click the Service Catalog link for each option.
Data Security Considerations
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.
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
Your access to all storage solutions will be revoked when your UA affiliation ends, so we recommend backing up and removing any important data before your active status ends.
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.