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Local File Storage Policy

This policy outlines the rules, responsibilities, and best practices regarding local file storage on university-managed machines.

For the purposes of this document, "We" will refer to the employees and members present in the Systems Group at the time of reading.

Crucial Notice: No Automatic Backups

Local drives (including internal hard drives, USB flash drives, external hard drives, DVDs, and CDs) on CS-managed machines are not automatically backed up to a server or the cloud.

Faculty and staff (data owners) bear sole responsibility for maintaining copies of irreplaceable local files. While TSPs (Technical Support Professionals) can assist with data recovery if a drive fails, success is not guaranteed.

Responsibilities of the Data Owner (Faculty/Staff/Student)

As a data owner, you are directly accountable for safeguarding any data stored on local devices.

  • Prioritize Network/Cloud Storage: To eliminate the risk of data loss, you should utilize CS department network storage or cloud storage solutions wherever possible, as these platforms feature automatic backup and recovery systems.

  • Compliance: Always adhere strictly to the Regulated Data Matrix when deciding where and how to store institutional data.

Regulated Data Matrix

To comply with safety and protection rules regarding university information, verify your storage target against the classification matrix below before transferring or storing data.

✅ - Use Permitted There are no technical, policy, or contractual issues that prohibit the sharing of this data type with appropriate intended users using this service.

❌ - Use Prohibited Use of this service with the regulated data type is prohibited. Do not use this service to send, store or share the regulated data type.

Storage Platform Public Data FERPA Confidential Data (Non-FERPA) PCI-DSS HIPAA PII GLBA
OneDrive for Business ✅ ✅ (2) ✅ (2) ❌ ❌ ❌ ❌
Google Workspace for Education ✅ ✅ ✅ ❌ ❌ ❌ ❌
CS Network Share (Z-Drive) ✅ ✅ (1, 2) ❌ ❌ ❌ ❌ ❌
CS Unix Home Directory ✅ ❌ ❌ ❌ ❌ ❌ ❌
Local Workstation or Laptop (CS-Owned) ✅ ✅ (2) ✅ (2) ❌ ❌ ❌ ❌
Portable Storage ✅ ✅ (2) ✅ (2) ❌ ❌ ❌ ❌

Matrix Legend / Footnotes

  • 1 = In restricted folders with limited access to only CS users who have a need to know.
  • 2 = Temporary files or working copies that are non-authoritative and not source documents.

  • Cloud Storage (OneDrive and Google Drive): Recommended. Provides massive storage allocations, universal access across devices, automatic 30-day file recovery for deleted items, and comprehensive file versioning history.

  • Network Storage (Z Drive and Unix Home Directories): Recommended. Available to all faculty and staff on university-owned devices. Data stored here is automatically backed up on a daily cycle and can be restored at any point. More information on Z-Drive can be found here . More information on our Unix Home Directory backups can be found here .

  • USB Flash Drives and External Drives: Recommended with Caution. While small, highly portable, and convenient for quick manual file copies, these devices are highly susceptible to physical loss, theft, damage, and virus vulnerabilities. They lack a reliable, proven recovery method. Faculty and Staff are heavily discouraged from storing sensitive data onto these devices.

Storage FAQs

How can data or information be lost on local drives?

There are multiple ways local files can be permanently lost without warning:

  • Sudden, catastrophic internal hard drive failure.

  • Software or file corruption.

  • Loss or theft of a portable device.

  • Accidental deletion by the user.

  • Damage caused by viruses, malware, or malicious programs.

How often should I back up my data?

While it is ultimately up to you, a solid rule of thumb is to perform a backup whenever you have made enough progress or changes that recreating the work from scratch would prove difficult or highly disruptive.

What specific data should I be backing up?

You should back up any and all data that would be detrimental to lose, with a primary focus on files that undergo frequent changes.

What are my storage options and how do they compare?
  • Cloud Storage (OneDrive and Google Drive): Recommended. Provides massive storage allocations, universal access across devices, automatic 30-day file recovery for deleted items, and comprehensive file versioning history.
  • Network Storage (Z Drive and Unix Home Directories): Recommended. Available to all faculty and staff on university-owned devices. Data stored here is automatically backed up on a daily cycle and can be restored at any point. More information can be found here .
  • USB Flash Drives and External Drives: Proceed with Caution. While small, highly portable, and convenient for quick manual file copies, these devices are highly susceptible to physical loss, theft, damage, and virus vulnerabilities. They lack a reliable, proven recovery method.

Regulated Data Reminder

No matter which storage method you choose, you must always adhere to the guidelines set by the Regulated Data Matrix.