Security Services

Data Management and Cloud Storage

Note: The intent of this information is to provide guidelines to users for how and where to store institutional data. The guidelines detailed on this page do not supersede the policies listed below:

CWUP 2-40-010 Acceptable and Ethical Use of University Information Technology

CWUP 2-70-010 Information Security and Privacy Roles and Responsibilities

CWUP 2-70-020 Data Classification and Usage Policy

OneDrive for Business

HIPAA and FERPA Compliant: Yes

Intended to eventually replace the "N:" drive, OneDrive is cloud storage from Microsoft. OneDrive is the preferred means of storing both individual and group data for the short term. OneDrive allows data to be synced with local computers to provide a backup to the data in the cloud. OneDrive provides plenty of storage space and can be accessed from a web browser on multiple devices. Files can be shared and edited online in real-time while collaborating with others.

"N:" Drive

HIPAA and FERPA Compliant: Yes

Individual storage on the CWU network that will eventually be replaced by OneDrive. The "N:" Drive is useful for handling larger files as it can be faster than using OneDrive. However, the "N:" Drive offers less storage than OneDrive and requires a VPN client to access off campus.

"S:" Drive

HIPAA and FERPA Compliant: Yes

Shared storage on the CWU network that is useful for groups and teams to access data in a shared location. Like the "N:" Drive, the "S:" Drive requires a VPN client to access off campus.

Non-Contracted Cloud Services

HIPAA and FERPA Compliant: No

Free online services such as DropBox and iCloud are excellent for personal data storage but are not appropriate for institutional data without the appropriate contracts or legal agreements. Institutional data should always be kept on institutional servers and systems barring a compelling reason otherwise. Institutional data should not be stored on these platforms.

Collaboration Spaces

HIPAA and FERPA Compliant: Yes

Platforms from Microsoft such as Sharepoint or Teams are configurable tools that are in place to allow workgroups to efficiently share and store data. They are web-based collaboration and communication suites that can be used by departments at CWU to meet a range of needs such as: departmental intranets, small group work (e.g. search and other committees), knowledge management, and file management. All supported collaboration tools are tightly integrated with the Microsoft Office suite so files can be created and edited in Word, Excel, PowerPoint, and OneNote.

These collaboration spaces are CWU's preferred platforms for workgroup data.

Scheduling Tools

HIPAA and FERPA Compliant: No

Scheduling tools such as Microsoft FindTime can be utilized provided that no confidential information is present that would violate HIPAA or FERPA laws. Microsoft FindTime is CWU's supported and recommended scheduling tool.

Streaming Media

HIPAA and FERPA Compliant: Yes

MediaAMP securely stores streaming media assets in the cloud for CWU. Multimodal Learning, Distance Education, Public Affairs, Library, Archives & Special Collections, and other stakeholders are all provided with a single streaming media solution that is integrated with Canvas learning management system and other university systems.

Local Hard Drive

HIPAA and FERPA Compliant: No

Saving data on the local hard drive allows it to be accessed without an internet connection, however, the data is vulnerable to corruption. Data on a local hard drive is not considered secure without encryption. Given these constraints, institutional data should not be stored on local hard drives.

Removable Storage

HIPAA and FERPA Compliant: No

Storing data on devices such as USB drives or external hard drives should only be used to backup data. Data on removable storage devices is not secure without encryption and these devices are prone to being lost, stolen, or corrupted. Given these limitations, institutional data should not be stored in this manner.