File & Data Storage and Sharing

As you make decisions on how to manage and share your files, consider these services offered to the Texas State community. If you work with Confidential and Sensitive Information (see Data Classifications definitions), be sure to only store or share data using the appropriate services below.

Also see send and receive services.

 

Department Share Drive

UDrive Individual 

Teams/Sharepoint

OneDrive

Adobe Creative Cloud

Local Computers (desktops / laptops)

Use Type

Store and Share Dept Files

Store Individual Files

Store and Share Dept Files

Store and Share Individual Files

Store and Share Individual Files Store Files Locally
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Description

Desktop and online file storage for department use. Files securely encrypted and stored on Texas State servers.

Desktop and online file storage for individual use. Files securely encrypted and stored on Texas State servers.

Online collaboration websites. Files securely encrypted and stored on Microsoft cloud.

Online file storage and sharing for individual use. Files securely encrypted and stored on Microsoft cloud.

Online file storage and sharing for individual use. Files securely encrypted and stored on Adobe cloud.

Computer desktop or laptop's local hard drive.

Mobile Access

Yes via Texas State Web Files

Yes via Texas State Web Files

Yes via Teams app Yes via Teams app Yes via Adobe Creative Cloud app No

Off-Campus Access

Yes via Texas State Web Files

Yes via Texas State Web Files

Yes via
Teams
Yes via OneDrive Yes via Adobe Yes via VPN remote access
Sharing Options Yes. Texas State users who have access to the department folders. No Yes. Texas State or external users who have access to the Team. Yes. Share files with Texas State or external users. Yes. Share files with Texas State or external users. No

Storage Space

500 GB

5 GB

25 TB 5 TB 20 GB Amount equal to your computer's hard drive space

Data Backed Up

Yes. However, only for disaster recovery.

Yes. However, only for disaster recovery.

No No No

No. However, see backup services.

Available To

Faculty, Staff, and Student Employees

Faculty, Staff, and Students

Faculty, Staff, and Students Faculty, Staff, and Students Faculty, Staff, and Student Employees Faculty, Staff, and Student Employees

*Data Classification Type Allowed

Varies

(see confidential exceptions below)

Varies

(see confidential exceptions below)

Varies

(see confidential exceptions below)

Vaires

(see confidential exceptions below)

Low Low
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IMPORTANT: If you have access to view confidential or sensitive information from an existing system of record (e.g., Bobcat Online Scholarship System or BOSS, Jobs4Cats, Banner Admin or CatsWeb), do not store confidential or sensitive data in one of the above online storage locations. The fewer locations where confidential and sensitive data exists outside the systems of record that holds this data, the better we can protect the data.

Also, do not store these types of confidential information in any of the above locations: Social security numbers, credit card information, personal health information, student records, crime victim information, library transactions, court sealed records, and access control credentials.

 

*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.