Data Management: Options for Data Storage

What options exists for storing data as an individual, committee, or department?

YSU offers a variety of data storage options.  One must consider the nature of the data, whether collaboration is necessary and if retention policies apply to the data maintained.

Definitions

Cloud Storage: a way of storing data on the Internet 

Remote Desktop Protocol (RDP): A proprietary protocol developed by Microsoft which provides a user with a graphical interface to connect to another computer.

Sensitive data: Information which is personally identifiable, including Banner IDs, SSN, credit card numbers, PINs, date of birth, etc;  Information protected by FERPA, HIPAA, and or PCI-DSS.

Storage capacity:  The amount of data a hard drive, solid state drive (SSD), USB drive, optical disc or magnetic tape cartridge can hold. Storage capacity is measured in gigabytes (GB) and terabytes (TB).  One (1) TB equals 1,000 gigabytes (GB) or 1,000,000 megabytes (MB).  Equivalent space might hold 250 films or 500 hours of HD video; or 6.5 million document pages, commonly stored as Office files, PDFs, and presentations.  

Virtual Private Network (VPN): An arrangement whereby a secure, apparently private network is achieved using encryption over a public network, typically the Internet.

Storage Types/ Locations

• Individual (On-site Network Storage)
• Individual (Cloud)
• Departmental (On-site Network Storage)
• Departmental (Cloud)
• Physical Devices

Individual (On-site Network Storage)

Name:   Y-drive, username (Y:)

Storage Capacity: 64 GB

Security: Multi-factor Authentication Required

Advantages: Backup occurs regularly by ITS

Disadvantages: Access is limited to those connected to the YSU Network.  Remote Desktop Protocol (RDP) and Virtual Private Network (VPN) are required. Subject to the integrity of the server. Server may not be as secure as other cloud-based storage solutions such as One Drive. 

How to obtain: Only available for YSU faculty and staff

Individual (Cloud)

Name(s):   One Drive, Microsoft Teams

Storage Capacity: 1 TB

Security: Multi-factor Authentication Required

Advantages: 

One Drive and Teams: 

1. Recommended for committees, projects, research, etc. where collaboration may be beneficial. Real time collaboration possible.
2. Sensitive data is protected based on Microsoft's Statement of Compliance. 
3. Deleted data is recoverable within a time period (typically 90 days).

Disadvantages:
          OneDrive:

1. External links shared (anyone with the link option) expire. This must be managed when posting to a website.
2. Backups are not infinite. Deleted data remains for 90 days after which it is permanently removed.

Teams:

1. Must make provisions to transfer ownership.
2. Member maintenance on collaborative spaces.

How to obtain: 

1. OneDrive is available to YSU faculty, staff and students in their Office 365 suite of products. 
2. Teams is available to YSU faculty and staff in the Office 365 suite of products.  A Team may be created by a faculty for academic purposes to use with students. An authorized campus group advisor may create a Team for student use.  Faculty and/or group advisors must maintain membership rosters and retain ownership of the Team.   

Departmental (On-site Network Storage)

Name(s):   Drives identified by a letter (A-Z, not C, D, or Y), department_info (Letter:)

Storage Capacity: 10 - 15 GB

Security: Multi-factor Authentication Required; Lock physical device when leaving your desk.

Advantages: Backup occurs regularly by ITS.

Disadvantages:

1. Subject to the integrity of the server. Server may not be as secure as other cloud-based storage solutions such as One Drive. 
2. Access is limited to those connected to the YSU Network.  Remote Desktop Protocol (RDP) and Virtual Private Network (VPN) are required.

How to obtain: Available to YSU faculty and staff only.  Submit an IT Service Request.

Departmental (Cloud)

Name:   Office 365 Group, Microsoft Team

Storage Capacity: 1 TB

Security: Multi-factor Authentication Required

Advantages: 

Office 365 Group:

1. O365 Mailbox (email address for named group), Calendar and Forms included.

Office 365 Group or Teams: 

1. Recommended for departments and/or standing committees where collaboration is expected. Real time collaboration possible.
2. Teams membership must be maintained by the owner of the Team.
3. Sensitive data is protected based on Microsoft's Statement of Compliance.
4. Deleted data is recoverable within a time period (typically 90 days).

Disadvantages:
          Office 365 Group:

1. Backups are not infinite. Deleted data remains for 90 days after which it is permanently removed.

Teams:

1. Public links shared (anyone with the link option) expire. This must be managed when posting to a website.
2. Backups are not infinite. Deleted data remains for 90 days after which it is permanently removed.

How to obtain:  Available to faculty, staff and students (with approval of Student Activities)*.  Submit an IT Service Request to request a department Office 365 group.

*Student groups must be an authorized campus groups to use this resource.  Contact Student Activities at (330) 941-3575 if you have a questions about being an authorized campus group.

Physical Devices

Name(s):   Local device drives (C, desktop); External Hard Drive; USB Drives

Storage Capacity: Device dependent

Security: Lock physical device when leaving your desk. Devices auto locks based on campus policy. Sensitive data should not be stored on personal devices.

Advantages:  

Disadvantages:

1. Equipment Failure
2. Versions or track changes required for collaboration.
3. Risk of loss 
4. You are responsible for backing devices.

How to obtain**: YSU Information Technology Customer Services uses a Computer Refresh Policy for employee and lab computing devices not associated with research.

NOTES**
Faculty and Staff: Personally owned devices (not YSU property) are prohibited from use when conducting YSU business. No Sensitive Data should ever be stored on a personally owned device.  See the Acceptable Use of University Technology Resources policy.

Students: Personal devices are not governed or protected by YSU.  ITS does not recommended that you use your personal device to conduct YSU business as a student employee. 

Student employees: Employers of student workers should consult with the IT Service Desk (330) 941-1595 for information regarding the Penguin Plug-in Loaner Program for Departmental loans when a YSU device is not available for student workers' use.

Questions

If you have questions about any of the file storage locations, please contact the IT Service Desk at (330) 941-1595.