File Sharing and Storage
Gustavus Employees have several recommended options for storing and sharing information depending on the classification of that data. Before using any of these services, review the data regulations below in order to make an informed decision about where to store information.
| Local Computer (C: drive) | Home Directory (Z: drive) | Department Shares | Class Shares (Locker or Nebula) | Secure Share | OneDrive for Business | Gustavus Google Drive | Code42 CrashPlan Backup | |
| Quota | varies | varies | varies | varies | varies | Unlimited | 100GB + Pooled Storage | Unlimited |
| File Size Limit | varies | varies | varies | varies | varies | 100GB | 5TB | Unlimited |
| Collaboration Features | No | No | No | No | No | Yes: Live collaboration in Office 2016 Desktop and Online Apps | Yes: Live collaboration in Google Apps | No |
| Encryption | varies | No | No | No | encryption in transit | AES-256 bit encryption at rest and in transit at individual file level | encryption at rest and in transit | AES-256 bit encryption at rest and in transit |
| Erased at the end of Semester | No | No | No | Yes | No | No | No | No |
| Easy Mobile/ Off campus Access | No | No | No | No | Yes | Yes | Yes | Yes |
| Where data is stored | Your local computer | Gustavus Data Center | Gustavus Data Center | Gustavus Data Center | Gustavus Data Center | Worldwide Microsoft Data Center | Worldwide Google Data Center | Code42 US Data Center |
Data Regulations
Before using a service to send, share, or store institutional information, review the guidelines below. If you are unsure about the most secure location for your information, please contact Technology Services.
- FERPA: Education records protected under the Family Educational Rights and Privacy Act. Examples include but are not limited to: grades, transcripts, financial aid applications, class lists, student course schedules and advising information. For more information visit: https://gustavus.edu/facultybook/allcollegepolicies/#Anchor-Th-32489
- Personally identifiable information (PII): This includes Social Security numbers, drivers licenses numbers, passport information and bank account numbers.
- HIPAA/PHI: Personal health information that is protected by the Health Information Portability and Accountability Act. Examples include: Health records, patient information, and health insurance billing information.
- Cardholder Data: This data is restricted under the PCI DSS Standard. Examples include of this data include: credit card numbers, names, service codes, expiration dates and other information associated with the processing of a payment.
Service |
FERPA |
Personally identifiable information (PII) |
Personal health information (PHI) |
Cardholder Data |
| Local Computer (C: drive) | Prohibited | Prohibited | Prohibited | Prohibited |
| Local Computer (C: drive) Encrypted Drive | Allowed | Allowed | Restricted | Prohibited |
| Home Directory (Z: drive) | Allowed | Allowed | Restricted | Prohibited |
| Department Shares | Allowed | Allowed | Restricted | Prohibited |
| Class Shares (Locker or Nebula) | Allowed | Restricted | Restricted | Prohibited |
| Secure Share | Allowed | Allowed | Restricted | Prohibited |
| GusMail | Restricted* | Prohibited | Prohibited | Prohibited |
| OneDrive for Business | Allowed** | Restricted | Restricted | Prohibited |
| Gustavus Google Drive | Allowed** | Restricted | Restricted | Prohibited |
| Gustavus Google Calendar | Restricted* | Prohibited | Prohibited | Prohibited |
| Code42 CrashPlan Backup | Allowed | Allowed | Restricted | Prohibited |
| Moodle | Allowed | Prohibited | Prohibited | Prohibited |
| Scan to file share using a Multi-function Printer | Allowed | Allowed | Restricted | Restricted |
| Scan to email using a Multi-function Printer | Prohibited | Prohibited | Prohibited | Prohibited |
| External Portable Drive | Prohibited | Prohibited | Prohibited | Prohibited |
| External Portable Drive Encrypted | Allowed | Prohibited | Prohibited | Prohibited |
| Personal Computer | Prohibited | Prohibited | Prohibited | Prohibited |
| Personal Cloud Storage (OneDrive, Google Drive, DropBox, etc) | Prohibited | Prohibited | Prohibited | Prohibited |
| Any service not listed in this chart | Prohibited | Prohibited | Prohibited | Prohibited |
- Allowed: Using this service to store this classification of information is allowed.
- Restricted: Using this service to store this classification of information is allowed only with special permission to ensure the data is secure. For more information, contact Technology Services.
- Prohibited: Using this service to store this classification of information is NOT allowed in any circumstance.
*Email is not recommended for sharing restricted information. Use a Department share, Secure Share, OneDrive for Business, or Gustavus Google Drive to share information depending on the data classification.
**Sharing is only allowed when shared with an internal Gustavus user (ex. user@gustavus.edu). You are responsible for properly sharing this information to ensure it is secure. For more information about sharing, visit https://gustavus.edu/gts/Google_Drive or contact Technology Services.