Options for storing files at IU
On this page:
- Identify the type of files you're storing
- Store your individual files
- Store institutional files
- Important information concerning institutional data
Identify the type of files you're storing
Choosing where to store your files depends on whether they are individual or institutional files:
- Individual files: Files specific to me (such as family photos, my resume, or my personal tax documents) are most likely individual files.
- Institutional: If I were to separate from the university and no one else could access these files, would it cause problems for my department, my collaborators, or others within the university? If so, they're most likely institutional (work) files.
Box cloud storage will be retired at Indiana University in spring 2021. Migration of IU's Box data began in June 2020. For details about cloud storage options at IU, see Storage @ IU.
After your files are migrated from Box, the Box versions become read-only. Migrations will be finished by March 2021, and access to Box will be terminated in May 2021.
Store your individual files
| File storage and collaboration | Store and share your individual files at IU |
Store institutional files
If you work with institutional data, be sure to read the Important information section below.
| File storage and collaboration | Store, share, and collaborate on institutional files at IU |
| Storage for research computing data | Available access to allocated and short-term storage capacity on IU's research systems |
| Storage for teaching and learning | File storage in Canvas |
| Storage, retrieval, and workflows for scanned paper docs and electronic files | OnBase |
Important information concerning institutional data
Federal and state privacy laws, as well as university policies and data management standards, are applicable to anyone working with institutional data at IU. For help understanding the different types of institutional data, and your responsibilities for ensuring their privacy and security, see:
- Classification levels of institutional data
- Management of Institutional Data policy (DM-01)
- Work with institutional data at IU
- Your legal responsibilities for protecting data containing protected health information (PHI) when using UITS Research Technologies systems and services
- In most cases, removable storage media (such as flash drives, CDs, or DVDs) are appropriate only for storing personal, non-confidential files. Never store institutional data on removable storage media unless your senior executive officer has given prior written approval and the data are properly encrypted.
- Never use a third-party online (cloud) storage solution (such as Dropbox or iCloud) to store or share institutional data of any classification level. Although third-party cloud storage services are appropriate for storing your personal files, make sure you understand their security and privacy policies before using them to store confidential personal data.
For help determining which UITS service provides the level of security required for the data you are storing, see About dedicated file storage services and IT services with storage components appropriate for sensitive institutional data, including research data containing protected health information.
SecureMyResearch, a joint initiative of Indiana University's Center for Applied Cybersecurity Research (CACR), OVPIT Information Security, and UITS Research Technologies, provides self-service resources and one-on-one consulting to help IU researchers, faculty, and staff meet cybersecurity and compliance requirements for processing, storing, and sharing research data, including PHI. If you have questions about securing HIPAA-regulated research data at IU, email securemyresearch@iu.edu. To learn more about properly ensuring the safe handling of PHI on UITS systems, see the UITS IT Training video Securing HIPAA Workflows on UITS Systems. To learn about division of responsibilities for securing PHI, see Shared responsibility model for securing PHI on UITS systems.
If you have questions, contact your campus Support Center or your department's IT Pro.
This is document ajay in the Knowledge Base.
Last modified on 2020-06-23 10:59:35.