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File and Data Storage and Sharing

As you make decisions on how to manage and share your files, consider these services offered to the Texas State community. 

NOTE: If you work with Confidential and Sensitive Information (see Data Classifications definitions), be sure to only store or share data using the appropriate service(s) below!

Also see send and receive services.

 

Department Share Drive (folder)

UDrive Individual  (folder)

SharePoint
Site

OneDrive for Business

Adobe Creative Cloud

Local Computers (desktops / laptops)

Use Type

Store and Share Dept Files

Store Individual Files

Store and Share Dept Files

Store and Share Individual Files

Store and Share Individual Files Store Files Locally
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Description

Desktop and online file storage for department use. Files securely encrypted and stored on Texas State servers.

Desktop and online file storage for individual use. Files securely encrypted and stored on Texas State servers.

Online collaboration websites. Files securely encrypted and stored on Microsoft cloud.

Online file storage and sharing for individual use. Files securely encrypted and stored on Microsoft cloud.

Online file storage and sharing for individual use. Files securely encrypted and stored on Adobe cloud.

Computer desktop or laptop's local hard drive.

Mobile Access

Yes via Texas State Web Files

Yes via Texas State Web Files

Yes via SharePoint app Yes via OneDrive app Yes via Adobe Creative Cloud app No

Off-Campus Access

Yes via Texas State Web Files

Yes via Texas State Web Files

Yes via
SharePoint
Yes via OneDrive for Business Yes via Adobe Yes via VPN remote access
Sharing Options Yes. Texas State users who have access to the department folders. No Yes. Texas State or external users who have access to the SharePoint site. Yes. Share files with Texas State or external users. Yes. Share files with Texas State or external users. No

Storage Space

500 GB

5 GB

500 GB 5 TB 20 GB Amount equal to your computer's hard drive space

Data Backed Up

Yes. However, only for disaster recovery.

Yes. However, only for disaster recovery.

No No No

No. However, see backup services.

Available To

Faculty, Staff, and Student Employees

Faculty, Staff, and Students

Faculty, Staff, and Students Faculty, Staff, and Students Faculty, Staff, and Graduate Students Faculty, Staff, and Student Employees

Data Classification Type Allowed

Red, yellow, and green icons

Red, yellow, and green icons

Green file folder Green file folder Green file folder Green file folder
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Data Classifications Defined

Confidential Information

Data Sensitivity: High

Red file folder icon

Protection of data is required by law (e.g., TPIA, FERPA, and HIPAA data) or contractual agreements. Confidential information presents the most serious risk of harm if improperly disclosed.

Examples: social security numbers, credit card info, personal health records, student records, crime victim info, court sealed records, access control credentials

Sensitive Information

Data Sensitivity: Moderate

Yellow file folder icon

Data that is releasable in a controlled and lawful manner under the Texas Public Information Act. Sometimes considered public, some assurance is required so release of information is both controlled and lawful. Unauthorized disclosure of sensitive information could adversely impact the university, individuals, or affiliates.

Examples: performance appraisals, employee birth dates, student email addresses, donor information, voicemail, contents of email, unpublished research

Public Information

Data Sensitivity: Low

Green file folder icon

Information shared broadly, without restriction, and at the complete discretion of the owner. From the perspective of confidentiality, public information may be disclosed or published by any person at any time.

Examples: job postings, service offerings, published research, directory information, degree programs, general information about university products and services

Identity Finder Logo

Not sure if you have confidential or sensitive information stored on your work computer? Use Spirion (Windows  or Mac) to scan and remove data that should not be stored there!