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Standards for Digital Storage

Central Washington University's faculty, staff, and students require access to institutional data in support of the university's teaching, research, and outreach missions. The purpose of this standard is to define the correct uses for each university-supported service and product. Furthermore, this standard defines what type of data can be stored in that service or product.

Data classification provides a basis for understanding and managing institutional data based on the level of criticality and required confidentiality of the data. The university's institutional data will be assigned one of three classifications:

1. Public: Data intended for broad distribution in support of the university's missions or freely available to any person or organization with no restrictions.

2. Restricted: Data that is circulated on a need-to-know basis or sensitive enough to warrant careful management and protection to safeguard its confidentiality, integrity, and availability, as well as appropriate access, use, and disclosure.

3. Confidential: Data protected or regulated by law or critical to university operations including sensitive personal information. Unauthorized disclosure of this information could seriously and adversely impact the university or the interest of individuals and organizations associated with the university.

Digital Storage Table
Classification of Data Classification of Data Classification of Data
University Supported Services & Products Public Restricted Confidential Recommended Use
Canvas Yes Yes No Academic course materials
Email (* Yes Yes No Communication oriented
Local computer hard drive/desktop Yes Yes No Not recommended/temporary use
OneDrive for Business Yes Yes No For individual CWU data
Microsoft Teams Yes Yes *Yes For department/shared data (long-term)
Microsoft SharePoint Yes Yes *Yes For departmental/shared data (long-term)
Network/File Shares Yes Yes Yes For departmental/shared data/data load and automated processes
Kaltura Yes No No Persistent (non-archival) video content
Zoom Yes No No Meetings & video content (non-archival)
Thumb drives/portable storage/external hard drive No No No Not recommended
Email services other than (Gmail, Hotmail, etc.) No No No Not recommended
Other cloud storage (Dropbox, Box, Google Drive) No No No Use case required
Google Doc No No No Not recommended

*Yes - With caution and restrictions

Recommendation notes:

  • If possible, save departmental work data to a network share
  • If a VPN connection is not available to save work to OneDrive for Business or a designated departmental Sharepoint site if one exists.

For more information and guidelines see the full data management and cloud storage policy and the data classification and usage policy pages.