Local and Cloud File Storage Policies

Owned by David Lacy
Last updated: Oct 29, 2018
3 min read

Local and Cloud File Storage Policies

Ongoing availability of data is considered critical to the operation of the Libraries.  It is important that all departments and individual staff members are aware of University-wide policies relating to the appropriate storage and transfer of data.  It is also important that that all library departments and staff members proactively manage their critical work files to ensure that they remain available.

Data Classification and Storage:

Please refer to the above grid and storage policies whenever you have a question about a specific data element and are not sure how it should be treated.

EXAMPLE:

Library Circulation Records are classified as Confidential in the Data Classification Grid.  

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The Storage and Cloud Computing Approved Usage policy states that Confidential data may be stored ONLY on Temple University hosted storage (i.e. Libraries Shared Drive S:\) and may be transferred only using TUsafesend.temple.edu.

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This means that storing Library Circulation Records in OwlBox, DropBox, Google Drive or any other 3rd party cloud storage service is a violation of policy.  It would also be a violation of policy to share Library Circulation Records with another Temple staff member via email since the policy states that Confidential data must be transferred using TUsafesend.temple.edu only.

File and Data Backup:

Please also be aware that Desktop and Laptop computers provided to Libraries staff ARE NOT serviced by an automated backup system. In the event of a hardware or software failure any files saved locally on your computer’s hard drive may be permanently lost!

In order to minimize any potential loss or corruption of important data all local documents stored on Desktop and Laptop computers should be backed up regularly so that they can be restored in the event of a hardware failure or if individual files or folders are inadvertently deleted.

Again, please refer to the Data Classification Grid and Approved Storage policies above before deciding on a backup strategy.

  •  Libraries Shared Drive S:\ - Is the preferred backup location for all administrative documents.  All University Libraries staff have access to the S:\ Drive.  Data on the S:\ Drive is backed up automatically and lost or deleted files are recoverable for 30 days beyond the date of loss or deletion.
    • \\tucloud-01.tu.temple.edu\depts\LIB
  •  OwlBox - All University Libraries staff have 50GB of space on OwlBox where they can share and collaborate on documents.
  •  Google Drive - All University Libraries staff (except for those in the Library Administration) have Google Docs Drive as an option as well and can use it to backup, share and collaborate on documents.
  • Microsoft OneDrive - OneDrive is Microsoft's service for hosting files in the "cloud" that's available for the Temple University community with your Office 365 subscription. OneDrive allows users to store and sync files, and then access them from compatible mobile devices and via the web.
  •  Other Cloud Storage Services - Backing up unrestricted data to iCloud, Skydrive, Evernote and other 3rd party cloud storage services is acceptable but not supported by LTS or Computer Services.  All of the above (S:\ Drive, OwlBox and Google Drive) are fully supported by LTS and the CS Help Desk.
  •  Not Recommended! - Backing up to external media such as Flash Drives and External Hard Drives is not recommended as a long-term storage solution as they are prone to hardware failures as well and can be misplaced.

If you have any questions about data classification, please email tul-web-support@temple.edu