Data Management
When deciding on where you store a physical document, you ascertain how sensitive the content is and then either put it on a shelf, in a drawer, a locker, or in a fireproof safe. Digital files need the same considerations and careful storage. Fortunately, UITS provides KSU students, faculty, and staff with multiple solutions for storing, accessing, and sharing University data.
All individuals utilizing University technology resources must comply with KSU’s Data Security Policy, viewable at the Policy at KSU webpage. This policy has been created to protect sensitive University data, including the personal data of students and employees, and is essential for compliance with federal, state, and the University System of Georgia data security regulations.
While some data use is programmatically monitored, these data management solutions do not necessarily enforce compliance with KSU's Data Security Policy. It is the individual’s responsibility to ensure that data is stored, collected, and/or transferred using the available tools in accordance with all policy and legal requirements.
KSU Technology Guide for Faculty & Staff—Return to Contents Page
Data Categories and Examples
- FERPA information—Examples include . . .
- Student grades
- Student ID information
- Student class schedule information
- Confidential information—Examples include . . .
- Social security numbers
- Driver's license numbers
- Banking account information
- Credit/debit card numbers
- Unencrypted passwords
- Identifiable medical Information
- Visa and passport information
- Protected research—Examples include . . .
- Sensitive research data
- Restricted intellectual property
- Research with contractual security requirements
- Unrestricted/public information—Examples include . . .
- Campus maps
- KSU class schedules
- KSU policies
- Press releases
- Departmental contact information
Data Storage
Several file storage solutions are available for storing and accessing data at KSU, as follows:
- OneDrive is Microsoft’s cloud storage solution. Please note that when an employee leaves KSU, content in their OneDrive folders disappears
and will no longer exist or be accessible for others.
- Onedrive is appropriate for storing . . .
- FERPA information
- Unrestricted/public information
- Onedrive is appropriate for storing . . .
- SharePoint is a web-based tool. UITS must approve requests for new SharePoint sites.
- Sharepoint is appropriate for storing . . .
- FERPA information
- Unrestricted/public information
- Sharepoint is appropriate for storing . . .
- Microsoft Teams is a unified collaboration and communication and platform that can be used to store
some types of information, as shown below.
- Teams is appropriate for storing . . .
- FERPA information
- Unrestricted/public information
- Teams is appropriate for storing . . .
- Shared network drives (I, M) are designated storage drives on the campus network. Access to folders on shared drives
can be granted to individuals or groups of individuals. Shared network drives are
the only solution available for storing confidential data on a network. Confidential
data stored on a shared network drive must have a designated custodian; please contact the Office of Cybersecurity for more information. Shared network drives are accessible on campus and off campus
using the KSU VPN.
- Shared network drives are appropriate for storing . . .
- Confidential Information
- Shared network drives are appropriate for storing . . .
Data Sharing
KSU provides various solutions for sharing data, as listed below.
IMPORTANT: It is the sender's responsibility to ensure that only the intended recipient(s) receive communications containing FERPA, confidential, or protected research information.
- KSUmail is apprpriate for sharing . . .
- FERPA information
- Unrestricted/public information
- DocuSign is apprpriate for sharing . . .
- FERPA information
- Unrestricted/public information
- LiquidFiles (AKA Sendafile)* is apprpriate for sharing . . .
- FERPA information
- Confidential information
- Protected research
- Unrestricted/public information
- Qualtrics** is apprpriate for sharing . . .
- FERPA information
- Unrestricted/public information
- Teams is appropriate for sharing . . .
- FERPA information
- Unrestricted/public information
*To get started with LiquidFiles, also known as Sendafile, visit the LiquidFiles site and log in using your KSU credentials. Enter the recipient's email address, upload the file you need to share and select the level of access restriction, then select Send. The recipient will receive an email with a link they can use to access the information securely.
**For more information about Qualtrics, please see Survey Software: Qualtrics.
For more information about data management at KSU, including a downloadable PDF, please review this webpage.
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