Data Management Comparison Guide

Store, Share, Send, and Backup

Your guide to file and data management services available to the Texas State community.

Important: Before making usage decisions, be sure to fully understand proper use and best practices associated with Data Classification (Confidential, Sensitive, and Public Information). See Data Classification definitions below and contact ITAC if you have questions.

Store or keep files and data in an individual or department folder or drive. Does not include temporarily saving files or data.

Give others access to files stored in individual folders or drives. Also, multiple people having access to shared folders or drives.

Send and receive files and data through secure email attachments, file transfer services, or secure messages.

Backup files and data from your workstation (desktop or laptop) to a secure location with self-service recovery.

Data Classifications Defined

Confidential Information

Data Sensitivity: High

Protection of data is required by law (e.g., TPIA, FERPA, and HIPAA data) or contractual agreements. Confidential information presents the most serious risk of harm if improperly disclosed.

Examples: social security numbers, credit card info, personal health records, student records, crime victim info, court sealed records, access control credentials

Sensitive Information

Data Sensitivity: Moderate

Data that is releasable in a controlled and lawful manner under the Texas Public Information Act. Sometimes considered public, some assurance is required so release of information is both controlled and lawful. Unauthorized disclosure of sensitive information could adversely impact the university, individuals, or affiliates.

Examples: performance appraisals, employee birth dates, student email addresses, donor information, voicemail, contents of email, unpublished research

Public Information

Data Sensitivity: Low

Information shared broadly, without restriction, and at the complete discretion of the owner. From the perspective of confidentiality, public information may be disclosed or published by any person at any time.

Examples: job postings, service offerings, published research, directory information, degree programs, general information about university products and services

Learn more about Data Classification best practices.