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 InformationData 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 InformationData 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 InformationData 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 |