Electronic Records Storage
Employees should carefully consider where to store University records.
Document management systems, like OnBase and ImageNow, or properly configured network shared drives are ideal for storage of University records with highly sensitive data (HSD). SharePoint sites and Teams channels associated with a department or on-going projects are best for records that do not contain HSD.
Cloud storage like UVA Box and OneDrive are never acceptable for HSD and should not be used for long term storage. These accounts are associated with an employee and are deleted when employees leave the University.
Watch Nuts and Bolts: Electronic Records and Email (8 minutes) and Store It: Location, Location, Location (8 minutes).
Policy and Standards
University Data Protection Standards addresses requirements for handling and protecting all of the University's institutional data, whether it be highly sensitive, sensitive, internal, or public data.
Data Protection of University Information (IRM-003) strictly limits the circumstances under which sensitive data may be stored on individual-use electronic devices and media, and mandates that strict security requirements be met when such storage is unavoidable.
Device Security Guidance gives basic steps for securing electronic devices, such as desktop computers, laptop computers, tablets, smart phones, other mobile devices, and network printers.