Faculty / Staff / Students

• Individual Files - Recommend: One Drive for UA Material
• Shared files - Recommend: MS Teams/SharePoint or BOX Departmental account

• • To transfer ownership folder(s) in BOX, you must submit a help desk request for a departmental drive.
  • To transfer ownership in 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 IRO for your department. Depending on the area, department IT may also be a resource.

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.