Data Storage Recommendations Grid
| Data Storage | Data Sharing | |||||||
Data/File Storage Option |
Best used for |
Avoid using for |
Highly Restricted |
Restricted |
Low |
Individual Use / Not shared | Shared internally within a dept., the College or University | Shared with other Minnesota State colleges, universities or the system office |
Shared with External Parties |
Microsoft OneDrive for Business |
Storing files you individually need to achieve your academic pursuits and employment duties. |
Highly restricted data without IT consultation. Storing and sharing large quantities of Restricted data. Avoid sharing files that need to outlive an individual user account. Personal videos, family pictures, personal business, etc. |
Caution |
Caution |
Recommended |
Yes |
Yes |
Caution |
Caution |
Microsoft SharePoint | Data collection and collaboration. Well suited to scale to larger audiences. | Highly restricted data without IT consultation. | Permitted with IT Consultation |
Recommended |
Recommended |
No |
Yes |
Yes |
Upon Request |
Microsoft Teams |
Groups of people that are looking to collaborate together |
Highly restricted data and bulk storage of long-term records. |
Not Recommended |
Recommended |
Recommended |
No |
Yes |
Yes |
Caution |
Local Campus Network Drives | Highly restricted data and very large files needing immediate access. Personal work files that don’t need to be shared. |
Sharing with users outside your campus. |
Recommended |
Recommended |
Recommended |
Yes |
Yes |
No |
No |
Microsoft OneNote for a Team | OneNote is a digital notebook that you can carry with you across all of your electronic devices. |
Large amounts of data. Storing Highly Restricted data. |
Not Recommended |
Recommended |
Recommended |
No |
Yes |
Yes |
Caution |
Microsoft OneNote for an individual | Storing data/notes that are not intended for others to see - personal work tasks, reminders, etc. | Data that is intended to be shared with others. Data that is needed after the person is no longer employed. |
Not Recommended |
Recommended |
Recommended |
Yes |
No |
No |
No |
Microsoft Email Encryption (using OWA) Not Recommended at this time |
Not recommended at this time |
Not recommended at this time |
Not Recommended |
Not Recommended |
Not Recommended |
No |
No |
No |
No |
USB Drives | Files that need to be accessed completely offline that contain only low/public data. |
Storing anything other than Low/public data. |
Not Recommended |
Not Recommended |
Recommended |
Caution |
Caution |
Caution |
Caution |
| Sending messages and the occasional small attachment that do not contain highly restricted or restricted data. | Data classified as Highly Restricted or Restricted. Large data sets or files. Not for data/file storage. |
Not Recommended |
Caution |
Recommended |
N/A |
Yes |
Yes |
Caution |
Secure File Share (MoveITSecurely) | Transferring highly restricted and restricted data with a small subset of people. Sending very large files/attachments. | Long-term file storage, content is only shared for a short time period (14 days). Sharing with large groups of students or external users. |
Recommended |
Recommended |
Recommended |
N/A |
Yes |
Yes |
Yes |
Public / Campus Communication Web Sites | Storing content intended for the general public that is classified as ‘Low’. | Highly Restricted or Restricted data. |
No |
Not Recommended |
Recommended |
N/A |
Yes |
Yes |
Yes |
DropBox/Google Drive/Box.com |
Not recommended for any use. | There is no contract with DropBox, Google Drive, Box.com or Personal OneDrive; as such it cannot be recommended for any academic or business use. |
No |
No |
Not Recommended |
No |
No |
No |
No |
Local C: Drive | Access to files/data when not connected to campus resources. Ensure files are backed up elsewhere. |
Storing Highly Restricted and/or Restricted data. |
Not Recommended |
Not Recommended |
Caution |
Caution |
N/A |
N/A |
N/A |
Survey Tools (Qualtrics, Microsoft Forms) All other survey tools are prohibited | Access to files/data when not connected to campus resources. Ensure files are backed up elsewhere. |
Storing Highly Restricted and/or Restricted data. |
Not Recommended |
Not Recommended |
Caution |
Caution |
N/A |
N/A |
N/A |
Caution - Requires careful action, due care and the need to avoid risks such as excessive permissions or unauthorized access. |
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Not Recommended - Other options exist that provide better security controls. Using this option is discouraged, consider using other options first. |
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