Where can I safely store my files? What are my UofL options?

Data, documents, files, folders and images all need to be stored safely, securely and for different reasons with various resulting accessibility. Knowing your UofL digital storage options and the university guidelines regarding types of data and file storage is the best place to begin. Data integrity, security and compliance with regulatory requirements are critical concerns when storing, sharing and collaborating. 

Beyond storing your data and files on your computer or device, cloud storage has become increasingly popular and scalable. Cloud storage is a service where data is stored on remote servers managed by a third-party provider, allowing users to access their files from anywhere with an internet connection. It makes sharing and storing data easier, frees up space on your device, and provides enhanced security and privacy protections. 

University offerings for general cloud storage include the following with specifics on types of data allowed/prohibited and recommended use:

• Microsoft One Drive provides 5T of free storage as part of your university O365 account. Students, faculty and staff can use One Drive for personal and business documents, files and images. However, information that falls under HIPAA, FERPA or IRB regulations, or data that contain SSNs, PCIs, KRS, or ITAR is not allowed to be stored on One Drive. 
• Microsoft SharePoint is a free collaboration tool with content management capabilities for sharing with university community (students, employees and affiliated accounts). Departments, units and groups are encouraged to use SharePoint to enhance productivity and increase efficiencies since it is HIPAA, FERPA and IRB approved. While SSNs and KRS data can be stored in a SharePoint file, any PCI or ITAR data cannot. 
• UofL’s CardBox offers the most versatile and secure cloud solution. The Box platform allows unlimited storage and the ability to access your files from any device. Individuals and departments can share virtually any file type, enabling multiple people to collaborate without the risk of version-control issues. Employees automatically have access to a CardBox account but students must request an account through the ITS identity management system. It is HIPAA, FERPA and IRB approved. While SSNs and KRS data can be stored on CardBox, any PCI or ITAR data cannot. 

Additional data storage for administrative units and departments, research options and database solutions as a service are all available from Information Technology Services. For more information on cloud infrastructure through Microsoft Azure and AWS or central VM hosting, please contact us or submit a service ticket.