File Storage Guidelines
LineNumber Storage Example or type Intended Usage InformationProtected a Pros Cons
1 Google Cloud Faculty and student
collaboration No.
• Allows employees and students access to the files via invitation. • Works well with most modern
browsers.
• You can access your files from practically anywhere on almost all devices--including personal devices--via a secure web connection.
• Employees and students can share and simultaneously collaborate on documents, presentations and
spreadsheets. Employees and students can instant message within files while editing them.
• Google is not able to ensure that the data center where your information is stored is located within the US. Depending on the content or purpose of the data, this may be unacceptable. • Users of Google services must
work with Google support to resolve any issues as LCC has no mechanism to intervene on the user's behalf.
2 Other cloud storage
Box, Drop-box, Carbonite, iDrive Special use cases. When non-LCC employee and students need access to LCC owned information.
No. • See Line 1.
• "Owned" by an individual.
o If the person leaves the
College, so does access to the data.
o Few, if any, cloud services
providers allow for anyone else to obtain
ownership/access to the service.
• Provider might mine the information.
• Legal ownership of the data may be at risk if it is located outside of the US.
• Terms and Conditions/User
3 Office365
• The Microsoft cloud services are highly integrated allowing for easy editing of files stored in OneDrive and SharePoint. • Minimal log ins if using
LCC-owned computers.
• Works best with LCC-owned Windows computers and Office 2013. Apple and Linux users may have additional challenges using the solution. 4 OneDrive Microsoft Office files— except Access, executables multi-media, web files. No.
• Files can be shared with employees on a per-person or by group basis.
• Microsoft cloud services are an extension of the LCC data centers. So, most data can be stored there.
• You can access your files from practically anywhere on almost all devices--including personal devices--via a secure web connection.
• Any technical issues with the Microsoft cloud services can be either remediated by ITS or ITS will work with Microsoft support to get the issue fixed.
• Limited to employee use.
• FERPA protected data, like grades, and College electronic records should not be stored here.
• Microsoft Access, executables, and web-type files cannot be stored here.
5 SharePoint
See Line 4 for file types. Committee, project, and other wider activities where collaboration is Yes. Encrypt and password protect before moving to • See Line 4.
• Devoted areas for divisions, departments and programs. • While OneDrive is basically file
storage, SharePoint has many additional capabilities like WIKI, news feeds, and picture
libraries.
• Employees can share and
6 Fleetwood • The Fleetwood file storage is primarily for files that do not need collaboration.
7 User (H drive)
Files that are only accessible by the owner. Yes. Encrypt and password protect before moving to Fleetwood.
• All file types.
• These files can be accessed via the VPN.
• LCC ITS provides support • Unrestricted file storage. • Nightly back up.
• Timely restoration of a lost file.
• Some devices—mainly mobile--may not work well with the VPN.
8 Workspaces (N drive) Committees, projects, and other multi-user, non-collaboration activities. Designed for Departmental and Divisional use. Yes. Encrypt and password protect before moving to Fleetwood.
• See Line 7. • See Line 7.
9 LCC-all-public (O drive) See Line 8. All information here is readable by all LCC employees and contractors.
10 File-CS1 employee (Y drive) Files that generally need more access from others. Committees, projects, and other wider activities. Designed for Departmental and Divisional use. Yes. Encrypt and password protect before moving to File-CS1.
• See Fleetwood information
(Line 6). • See Fleetwood information (Line 6).
11 student (R drive) Files that students need
access to. No.
• See Fleetwood information
(Line 6). • See Fleetwood information (Line 6).
12 Local storage ITS recommends using SharePoint or Fleetwood for file storage. These files are accessible via the VPN.
Yes. The hard drive must be encrypted
and password protected.
• For very sensitive information and for limited, off-line access.
• The data is not backed up by ITS. This task falls to the user. • The user is solely responsible for
the security of the data.
• Protected information like credit cards, grades and SSN need additional protection using a program like 7-zip (encryption and password protection.)
• Encryption and password protection is required for
confidential information stored on a local hard drive, thumb drive, or external hard drive.
• If lost, there is a risk of a breach. • If lost or permanently deleted, the
13 Hard drive (C drive) Files that are only accessible
by the owner. See Line 12. • See Line 12. • See Line 12.
14 Thumb drive See Line 12 and 13. See Line 12. • See Line 12. • See Line 12.
15 External hard drive See Line 12 and 13. See Line 12. • See Line 12. • See Line 12.
16 Rebel Web server
Web server used by faculty and students for class work. Also hosts Aviation Maintenance documentation
No.
• See Fleetwood information (Line 6).
• Web hosting for academic course work.
• See Fleetwood information (Line 6). 17 Express F: (CAD students and faculty), L: (LMS), W: (Public Safety, extension of drive T), X: (Reading Services), Angel archive, DMAC file share, Navigator (for Aviation program) Files that students and employees need access to.
No. (Content in W: may need to be protected)
• See Fleetwood information
18 Futura S drive Highly restricted files. Special case use area. Yes. Encrypt and password protect before moving to Futura.
• Futura is for special use to meet certain business needs.
• General access by employees and students is not allowed.
19 Exp.lcc.edu Web server
Audio and video files prepared by Media Services and placed on this server’s blog formatted web site for consumption by students. Content is often linked to via D2L. No.
• exp is for special use to meet certain business needs. • Write access is limited to
specific faculty and employees. • General access to content is
viewable by anyone on the Internet.
• General access to content is viewable by anyone on the Internet.
20 Citw.lcc.edu (See Line 16.) Faculty and students class
work. No.
• See Fleetwood information
(Line 6). • See Fleetwood information (Line 6).
21 Tbird, T drive Public Safety Special use.
Yes. Encrypt and password protect before moving to Tbird.
• Tbird is for special use to meet certain business needs. • General access by employees
and students is not allowed.
22 Thing Eaglesoft dental Dental Records Yes.
• Thing is for special use to meet certain business needs.
23 www.lcc.edu Public accessible
documents No.
• WWW should only contain files classified as public. 24 my.lcc.edu Highly restricted files. Special case use area.
No. • myLCC does not hold content.
25 Scala servers, media content
Highly
restricted files. Special case use area.
No.
• These servers are for special use to meet certain business needs.
• General access by employees and students is not allowed.
These are some of the laws, standards and policies that the College must comply with:
AUP FERPA
HIPAA PCI-DSS
The Privacy Act of 1974 The Personal Responsibility and Work Opportunity Reconciliation Act of 1996
Identity Theft and Assumption Deterrence Act of 1998 Michigan Social Security Number Privacy Act
FAQ
Q1: Why use SharePoint?
• SharePoint is one of the College’s file collaboration tools. It works best when using Office 2013 applications. Each Microsoft application has different collaboration capabilities.
• Files stored in SharePoint are safely accessible from almost any device that is connected to the Internet. Q2: Why use Fleetwood?
• Fleetwood replaced OCS' file storage. Just like OCS Files, Fleetwood also has a Divisional/Departmental workspace (N drive), LCC-all-public (O drive), and individual User (H drive) storage areas. Data stored here are backed up nightly, secured from unauthorized access and always available on- and off-campus.
Q3: Why use other file storage areas-like Google, Dropbox, etc.?
• Other cloud file storage may be used to collaborate with non-LCC entities like vendors. Google is a LCC business tool to communicate and collaborate with students.
Q4: Can I still use the local drive on my laptop or desktop?
• ITS is recommending that all College files be stored on Fleetwood or SharePoint. If you chose to use the local drive, you are responsible for the security of the files and for backing up the data. The College’s VPN solution allows secure access to the Fleetwood and SharePoint from any Internet location like a hotspot or airport WIFI.
Q5: Who is my DocMgr?
• Please check with your division's administrative staff to determine your area's DocMgr.
Q6: Why do I have to ask permission to have a site in SharePoint or a folder in Fleetwood? Who do I ask?
• Access control is a requirement under several laws and compliance regulations that the College must follow. For example, FERPA requires access controls on certain data about students.
• Every employee has a SharePoint site for their work related efforts. You do not have to ask permission to use this LCC resource.
Your ELT member has designated one or more DocMgrs for your area. These co-workers should have sent you emails and other communications about Fleetwood and SharePoint. Contact your DocMgr for assistance. If you cannot determine who your DocMgr is, please contact the Help Desk
(517-483-5221 or [email protected]) for assistance.
Q7: What is OneDrive and what do I use it for?
Q9: May I store student information, like grades, phone numbers, etc., on my personal laptop?
• Generally, no, if educational records and personally identifiable information are shared (intentionally or not) with third parties without the consent of the student, it is a violation of FERPA. To store the information on a laptop is not a violation of the law, unless the laptop is being used by someone else and the information stored on the machine is breached. The preferred location for grades is D2L.
• Student Information should be protected when the data is not being used, while being transferred, and when destroyed. ITS has software you can use to protect sensitive information. ITS has the ability to encrypt the hard drives of Windows laptops using Bit Locker. Files can be encrypted when not in use by using 7-zip. When transferring files, please ensure the transmission is encrypted (HTTPS/SSL or other means). Files can be securely destroyed by using Eraser. Please contact the Help Desk if you need assistance with these products.
Q10: What can SharePoint do?
• SharePoint can do practically anything you want as long as you stay in the Microsoft technology. SharePoint can store and share many types of files. SharePoint has mini-programs that do things like WIKI, announcements, and document storage. Additional apps are available and can be requested via your DocMgr.
• SharePoint can be pictured as our "Swiss Army Knife" for productivity and collaboration. It has features like Facebook, Google Drives, Google Apps, and other cloud services. How you chose to use SharePoint is up to you. SharePoint is a business tool and should be used as such in accordance with the policies of the College.
Q11: How do I get to SharePoint?
• The College has built a link on the myCC portal called "SharePoint". This link will take you to the College's landing page. From there you can navigate to the various divisions and other areas that are using SharePoint. You will also have a search area that you should find very helpful in navigating
SharePoint.
Q12: If I have other questions, who do I contact?