BP.03.011 - Business Practice for Public Cloud Storage and Enterprise File Sync and Share

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Table of Contents

History [top]

  • Business Practice Number: BP.03.011
  • Version: 1
  • Drafted By: Neal Fisch
  • Approved By: Michael Berman
  • Approval Date: 1/17/2017
  • Latest Revision Date:

Purpose [top]

Describe the usage of CI provided public cloud storage and enterprise file synchronization and sharing utilities (i.e. Dropbox, Google Drive, etc.) for university business.

Background [top]

In support of collaborative data sharing practices T&I supports the use of public cloud storage and enterprise file synchronization and sharing (EFSS) practices at Channel Islands, provided that the university manages the risk of any loss or misuse of the data being shared. 

Business Practice [top]

Accountability [top]

Vice President for Technology and Communication

Applicability [top]

All CI domain account holders.

Definition(s) [top]

  1. Public Cloud Storage - a model of data storage where the digital data is stored in logical pools, the physical storage spans multiple servers (and often locations), and the physical environment is typically owned and managed by a hosting company. 
  2. Enterprise File Synchronization and Sharing (EFSS) – EFSS refers to a range of on-premises or cloud-based capabilities that enable individuals to synchronize, store and share documents, photos, videos and files across multiple devices, such as smartphones, tablets and PCs. File sharing can be within the organization, as well as externally (e.g., with partners and customers) or on a mobile device as data sharing among apps. Security and collaboration support are critical capabilities of EFSS to address enterprise priorities.
  3. Dropbox for Business - EFSS utility offered by Dropbox.com.
  4. CI Docs/Google Drive - EFSS utility offered by Google.
  5. OneDrive/Skydrive - EFSS utility offered by Microsoft.
  6. Box - EFSS utility offered by Box.net.
  7. Network File Share – Enterprise network local storage for files administered by CI (H:\ Drive).
  8. Personal Cloud Storage – File storage via a cloud service (such as Dropbox, Box, Microsoft, or Apple) using an account provided as a personal/individual account and not a university issued account.
  9. University Cloud Storage – File storage used in the context to conduct or transact academic or administrative business on behalf of CI or for purposes of academic knowledge, administration, University projects, or other academic activity to support the education of CI’s students, support the professional and academic growth of CI’s faculty, and the general advancement of CI as an institution.  Data for university use must not be stored in Personal Cloud Storage. 

Text [top]

General

Dropbox@CI

Dropbox@CI uses the Dropbox for Business product for use at our campus.  Proper usage and disposal of CI data is required to comply with federal and state law and CSU policy.  As such, usage of public cloud storage and sharing solutions for CI data require data classification practices be enforced before these technologies may be used.

Dropbox@CI shall be used only as a tool of convenience for sharing and storing files that do not contain high risk / level 1 data (see chart below). All high risk/level 1 data shall be maintained on CI’s secure campus network file share (currently your campus assigned H:\ drive).

The grid below describes allowable levels of usage for CI’s designated cloud storage and sharing provider(s) listed in this document.  Additional information regarding CI’s data classification standard and policy may be found at http://policy.csuci.edu/IT/01/it-01-002.htm.

Personal cloud storage should be used for storing and sharing personal data and not university related data.

Google Drive is approved for collaborative purposes only and should not be used for storing and/or sharing university data, particularly high risk/Level 1 data.

                         Low Risk                           

Level3 - General Information

                                 Permitted to Store:     YES

                                 Permitted to Share:     YES

  1. Information at this level requires no specific protective measures but may be subject to appropriate review or disclosure procedures at the discretion of the campus in order to mitigate potential risks.
  2. Disclosure of this information does Not expose the CSU to financial loss or jeopardize the security of the CSU’s information assets.

                     Moderate Risk                 

Level 2 - Internal Use

                                     Permitted to Store:     YES

                                     Permitted to Share:     MAYBE

Information may be classified as “internal use” based on criteria including but not limited to:

  1. Sensitivity - Information which must be protected due to proprietary, ethical, contractual or privacy considerations.
  2. Moderate risk - Information which may not be specifically protected by statute, regulations, or other legal obligations or mandates but for which unauthorized use, access, disclosure, acquisition, modification, loss, or deletion of could cause financial loss, damage to the CSU’s reputation, violate an individual’s privacy rights, or make legal action necessary.

                       High Risk                         

Level 1 - Confidential

                                      Permitted to Store:    NO

                                      Permitted to Share:    NO

Information may be classified as “confidential” based on criteria including but not limited to:

  1. Disclosure exemptions - Information maintained by the University that is exempt from disclosure under the provisions of the California Public Records Act or other applicable state or federal laws.
  2. Severe risk - Information whose unauthorized use, access, disclosure, acquisition, modification, loss, or deletion could result in severe damage to the CSU, its students, employees, or customers. Financial loss, damage to the CSU’s reputation, and legal action could occur.
  3. Limited use - Information intended solely for use within the CSU and limited to those with a “business need-to know.”
  4. Legal Obligations - Information for which disclosure to persons outside of the University is governed by specific standards and controls designed to protect the information.

Additional information regarding access, storage and transmission of Level 1 Confidential information restrictions are described in CSU Asset Management Standards.

Level 1 – Confidential Data Storage Alternatives
Confidential data shall be stored using the campus secure network file share.  This solution allows for a more secure and controlled environment to protect the data entrusted to CI. 

Level 2 – Internal Use Data Storage and Sharing
Special care should always be taken when sharing Level 2 internal use data. In cases where Level 2 data needs to be shared, utilization of the campus secure network file share may be the correct course of action to take for storing this data before sharing in an alternative, more secured manner.  If you have any questions regarding storage of Level 2 internal use data, please contact the Information Security Officer at infosec@csuci.edubefore storing your data.

Level 3 – General Information
Level 3 data may always utilize the designated EFSS solutions used at CI.

Any questions regarding this business practice should be directed to the Information Security Officer at infosec@csuci.edu.

NOTE:  Email is not a suitable medium for storing, sharing, or transporting Level 1 Confidential or Level 2 Internal Use data.

Exhibit(s) [top]

Assessment History [top]