Many people use public cloud storage, such as Dropbox, Google Docs, and Google Drive, for storing personal files. While these cloud-based products and services are useful, there are related privacy and security concerns. For users of the University computing environment, it is necessary to consider appropriate usage.
You should not use public cloud storage for Rockhurst University business. Rockhurst has established a contractual relationship with Microsoft to use their OneDrive for Business application. Cloud based storage of Rockhurst University data should be restricted to OneDrive for Business only.
Computer Services Guide
Here, the phrase "public cloud storage" refers to services such as Dropbox, Google Docs, and Google Drive, all services Rockhurst University does NOT have a contractual relationship.
All of us at Rockhurst have a responsibility to protect the University's data. When you save documents in public cloud storage, we can no longer guarantee appropriate technical and administrative access controls for the data. Therefore, public cloud storage should not be used for storing work documents, especially those that contain data or information within Rockhurst University's purview, including, but not limited to, student record data, personnel data, financial data (budget and payroll), student life data, departmental administrative data, legal files, research data, proprietary data, and all other data that pertains to, or supports the administration of the University.
Here are some general guidelines:
- Do not use public cloud storage to store files containing sensitive information. This includes, but is not limited to, data protected by FERPA or HIPAA, Social Security Numbers, or credit card numbers.
- The terms of service for public cloud storage services are between you, the account owner, and the service provider. The personal licensing for these products have not been approved by Rockhurst University for official University use.
- Computer Services does not officially support public storage clients or apps, such as those available for Dropbox.
- Rockhurst has contracted with Microsoft to use their OneDrive for Business application. This application is supported by Computer Services.