File Storage Guidelines Intended Usage

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1 Storge 1 Google Cloud 2 Other cloud storge Exmple or Box, Dropbox, Crbonite, idrive File Storge Guidelines Usge Fculty nd student collbortion Specil use cses. When non-lcc employee nd students need ccess to LCC owned informtion. Informtion Pros Cons Allows employees nd students ccess to the files vi invittion. Works well with most modern browsers. Google is not ble to ensure tht You cn ccess your files from the dt center where your prcticlly nywhere on lmost informtion is stored is locted ll devices--including personl within the US. Depending on the devices--vi secure web content or purpose of the dt, connection. this my be uncceptble. Employees nd students cn Users of Google services must shre nd simultneously work with Google support to resolve ny issues s LCC hs no collborte on documents, mechnism to intervene on the presenttions nd user's behlf. spredsheets. Employees nd students cn instnt messge within files while editing them. "Owned" by n individul. o If the person leves the College, so does ccess to the dt. o Few, if ny, cloud services providers llow for nyone else to obtin See Line 1. ownership/ccess to the service. Provider might mine the informtion. Legl ownership of the dt my be t risk if it is locted outside of the US. Terms nd Conditions/User Agreements vry mongst vendors. June 12,

2 Storge 3 Office365 Exmple or 4 OneDrive 5 ShrePoint Usge Microsoft Office files except Access, executbles multi-medi, web files. See Line 4 for file s. Committee, project, nd other wider ctivities where collbortion is desired. Informtion Pros Cons The Microsoft cloud services Works best with LCC-owned re highly integrted llowing Windows computers nd Office for esy editing of files stored in Apple nd Linux users my OneDrive nd ShrePoint. hve dditionl chllenges using Miniml log ins if using LCCowned the solution. computers. nd pssword ShrePoint. Files cn be shred with employees on per-person or by group bsis. Microsoft cloud services re n extension of the LCC dt centers. So, most dt cn be stored there. You cn ccess your files from prcticlly nywhere on lmost ll devices--including personl devices--vi secure web connection. Any technicl issues with the Microsoft cloud services cn be either remedited by ITS or ITS will work with Microsoft support to get the issue fixed. See Line 4. Devoted res for divisions, deprtments nd progrms. While OneDrive is bsiclly file storge, ShrePoint hs mny dditionl cpbilities like WIKI, news feeds, nd picture librries. Employees cn shre nd simultneously collborte on documents, presenttions nd spredsheets. Limited to employee use. FERPA ed dt, like grdes, nd College electronic records should not be stored here. Microsoft Access, executbles, nd web- files cnnot be stored here. See Line 4. June 12,

3 Storge 6 Fleetwood 7 8 Exmple or User (H drive) Workspces (N drive) Usge Files tht re only ccessible by the owner. Committees, projects, nd other multiuser, noncollbortion ctivities. Designed for Deprtmentl nd Divisionl use. See Line 8. Informtion Pros Cons The Fleetwood file storge is primrily for files tht do not need collbortion. All file s. nd These files cn be ccessed vi pssword the VPN. Some devices minly mobile-- LCC ITS provides support my not work well with the VPN. Unrestricted file storge. Nightly bck up. Fleetwood. Timely restortion of lost file. nd pssword Fleetwood. See Line 7. See Line 7. 9 LCC-llpublic (O drive) All informtion here is redble by ll LCC employees nd contrctors. See Line 7. See Line 7. June 12,

4 Storge 10 File-CS Locl storge Exmple or employee (Y drive) student (R drive) Usge Files tht generlly need more ccess from others. Committees, projects, nd other wider ctivities. Designed for Deprtmentl nd Divisionl use. Files tht students need ccess to. ITS recommends using ShrePoint or Fleetwood for file storge. These files re ccessible vi the VPN. Informtion Pros Cons nd pssword File-CS1. Yes. The hrd drive must be encrypted nd pssword ed. See Fleetwood informtion See Fleetwood informtion For very sensitive informtion nd for limited, off-line ccess. See Fleetwood informtion (Line See Fleetwood informtion (Line The dt is not bcked up by ITS. This tsk flls to the user. The user is solely responsible for the security of the dt. informtion like credit crds, grdes nd SSN need dditionl ion using progrm like 7-zip (encryption nd pssword ion.) Encryption nd pssword ion is required for confidentil informtion stored on locl hrd drive, thumb drive, or externl hrd drive. If lost, there is risk of brech. If lost or permnently deleted, the College could lose criticl business files. June 12,

5 13 Storge Exmple or Hrd drive (C drive) 14 Thumb drive 15 Externl hrd drive 16 Rebel Web server 17 Express F: (CAD students nd fculty), L: (LMS), W: (Public Sfety, extension of drive T), X: (Reding Services), Angel rchive, DMAC file shre, Nvigtor (for Avition progrm) Usge Files tht re only ccessible by the owner. See Line 12 nd 13. See Line 12 nd 13. Web server used by fculty nd students for clss work. Also hosts Avition Mintennce documenttion Files tht students nd employees need ccess to. Informtion Pros Cons See Line 12. See Line 12. See Line 12. See Line 12. See Line 12. See Line 12. See Line 12. See Line 12. See Line 12. (Content in W: my need to be ed) See Fleetwood informtion Web hosting for cdemic course work. See Fleetwood informtion See Fleetwood informtion (Line See Fleetwood informtion (Line June 12,

6 Storge Exmple or 18 Futur S drive 19 Exp.lcc.edu Web server 20 Citw.lcc.edu (See Line 16.) Usge Highly restricted files. Specil cse use re. Audio nd video files prepred by Medi Services nd plced on this server s blog formtted web site for consumption by students. Content is often linked to vi D2L. Fculty nd students clss work. 21 Tbird, T drive Public Sfety Specil use. 22 Thing Eglesoft dentl softwre Dentl Records Informtion Pros Cons nd Futur is for specil use to meet pssword certin business needs. Generl ccess by employees nd students is not llowed. Futur. nd pssword Tbird. Yes. exp is for specil use to meet certin business needs. Write ccess is limited to specific fculty nd employees. Generl ccess to content is viewble by nyone on the Internet. See Fleetwood informtion Tbird is for specil use to meet certin business needs. Generl ccess by employees nd students is not llowed. Thing is for specil use to meet certin business needs. Generl ccess by employees nd students is not llowed. Generl ccess to content is viewble by nyone on the Internet. See Fleetwood informtion (Line June 12,

7 Storge my.lcc.edu Exmple or Usge Public ccessible documents Highly restricted files. Specil cse use re. Informtion Pros Cons WWW should only contin files clssified s public. mylcc does not hold content. 25 Scl servers, medi content Highly restricted files. Specil cse use re. These servers re for specil use to meet certin business needs. Generl ccess by employees nd students is not llowed. These re some of the lws, stndrds nd policies tht the College must comply with: AUP FERPA HIPAA PCI-DSS The Privcy Act of 1974 The Personl Responsibility nd Work Opportunity Reconcilition Act of 1996 Identity Theft nd Assumption Deterrence Act of 1998 Michign Socil Security Privcy Act Intellectul Property Policy Student Code of Conduct June 12,

8 FAQ Q1: Why use ShrePoint? ShrePoint is one of the College s file collbortion tools. It works best when using Office 2013 pplictions. Ech Microsoft ppliction hs different collbortion cpbilities. Files stored in ShrePoint re sfely ccessible from lmost ny device tht is connected to the Internet. Q2: Why use Fleetwood? Fleetwood replced OCS' file storge. Just like OCS Files, Fleetwood lso hs Divisionl/Deprtmentl workspce (N drive), LCC-ll-public (O drive), nd individul User (H drive) storge res. Dt stored here re bcked up nightly, secured from unuthorized ccess nd lwys vilble on- nd offcmpus. Q3: Why use other file storge res-like Google, Dropbox, etc.? Other cloud file storge my be used to collborte with non-lcc entities like vendors. Google is LCC business tool to communicte nd collborte with students. Q4: Cn I still use the locl drive on my lptop or desktop? ITS is recommending tht ll College files be stored on Fleetwood or ShrePoint. If you chose to use the locl drive, you re responsible for the security of the files nd for bcking up the dt. The College s VPN solution llows secure ccess to the Fleetwood nd ShrePoint from ny Internet loction like hotspot or irport WIFI. Q5: Who is my DocMgr? Plese check with your division's dministrtive stff to determine your re's DocMgr. Q6: Why do I hve to sk permission to hve site in ShrePoint or folder in Fleetwood? Who do I sk? Access control is requirement under severl lws nd complince regultions tht the College must follow. For exmple, FERPA requires ccess controls on certin dt bout students. Every employee hs ShrePoint site for their work relted efforts. You do not hve to sk permission to use this LCC resource. Your ELT member hs designted one or more DocMgrs for your re. These co-workers should hve sent you emils nd other communictions bout Fleetwood nd ShrePoint. Contct your DocMgr for ssistnce. If you cnnot determine who your DocMgr is, plese contct the Help Desk ( or for ssistnce. Q7: Wht is OneDrive nd wht do I use it for? OneDrive is your H drive in the Microsoft Office365 environment. The storge is in the Microsoft cloud so it is vilble nywhere you hve Internet ccess. OneDrive should only be used for business relted dt. Q8: Where do I lern more bout ShrePoint nd OneDrive? Microsoft hs mssive mount of informtion bout ShrePoint nd OneDrive freely vilble on their web site. June 12,

9 HR s Orgniztionl Development Tem hs developed trining mterils tht re vilble to you. Additionl trining cn be rrnged vi your DocMgr. Q9: My I store student informtion, like grdes, phone numbers, etc., on my personl lptop? Generlly, no, if eductionl records nd personlly identifible informtion re shred (intentionlly or not) with third prties without the consent of the student, it is violtion of FERPA. To store the informtion on lptop is not violtion of the lw, unless the lptop is being used by someone else nd the informtion stored on the mchine is breched. The preferred loction for grdes is D2L. Student Informtion should be ed when the dt is not being used, while being trnsferred, nd when destroyed. ITS hs softwre you cn use to sensitive informtion. ITS hs the bility to encrypt the hrd drives of Windows lptops using Bit Locker. Files cn be encrypted when not in use by using 7-zip. When trnsferring files, plese ensure the trnsmission is encrypted (HTTPS/SSL or other mens). Files cn be securely destroyed by using Erser. Plese contct the Help Desk if you need ssistnce with these products. Q10: Wht cn ShrePoint do? ShrePoint cn do prcticlly nything you wnt s long s you sty in the Microsoft technology. ShrePoint cn store nd shre mny s of files. ShrePoint hs mini-progrms tht do things like WIKI, nnouncements, nd document storge. Additionl pps re vilble nd cn be requested vi your DocMgr. ShrePoint cn be pictured s our "Swiss Army Knife" for productivity nd collbortion. It hs fetures like Fcebook, Google Drives, Google Apps, nd other cloud services. How you chose to use ShrePoint is up to you. ShrePoint is business tool nd should be used s such in ccordnce with the policies of the College. Q11: How do I get to ShrePoint? The College hs built link on the mycc portl clled "ShrePoint". This link will tke you to the College's lnding pge. From there you cn nvigte to the vrious divisions nd other res tht re using ShrePoint. You will lso hve serch re tht you should find very helpful in nvigting ShrePoint. Q12: If I hve other questions, who do I contct? Plese contct the Help Desk ( or June 12,

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