With the increased use of cloud storage (Google Drive, Microsoft OneDrive, Dropbox, Evernote, etc.), individuals should take extra precautions to ensure that both personal data and university data are protected.

Cloud storage can reduce the risk involved with physically carrying data around on removable media. Users often have on-demand access to their information anywhere, and cloud services can provide users easier collaboration with others due to the ease of accessing and transferring information.

However, being aware of the disadvantages of cloud computing will allow you to best utilize these cloud-based services. Cloud services often run on an external or third-party provider’s system, unlike systems directly under the user’s personal or institutional control, so it is important to know who is actually storing the information and how it is being stored.

Cloud vendors often have transparent or inadequate service level agreements, which do not clarify their level of security and privacy regarding your data. Being aware of the vendor’s security controls will help you protect the data.

It is imperative that no legally restricted or confidential data be placed in cloud environments that are not sanctioned by the University. Currently, the only university approved cloud storage environments are Google Drive (accessed through your university account) or Microsoft’s OneDrive for Business.

Key takeaways

While cloud computing can be a beneficial utility, it is important that you remain vigilant regarding cloud storage by asking yourself these three questions:  

1. What type of information will be stored?
2. Where will the storage be located?
3. What security measures are in place to protect the data? 

If you have questions about securing your documents in the cloud, give us a call at the OIT HelpDesk at 865-974-9900.