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Data Storage

The Office of Information Technology wants to make sure that your data is secure, protected, and accessible. In keeping with this mission statement, the University's Data, Web, and Cloud Systems (also known as Critical Systems) utilizes the power and versatility of cloud based storage options, alongside self-managed options, to manage and back-up over a petabyte (1,000 terabytes) of data. 

Cloud Storage Options

NevadaBox

NevadaBox is an unlimited cloud-based storage solution for students, faculty, and staff at the University of Nevada, Reno. This storage solution is intended to be for University-related work only. Files on NevadaBox can be easily shared with collaborators who also have Box account. 

OneDrive 

OneDrive is a Microsoft cloud-based storage solution. OneDrive is part of Office 365 but can be downloaded to your computer for ease of use. OneDrive files can be shared with collaborators who also have a Microsoft account. When individuals leave the University they will no longer have access to the files in their OneDrive account. Their files will need to be transferred to a personal account or to another University faculty or staff or they will be lost.  

GoogleDrive

GoogleDrive is an unlimited cloud-based storage solution for students. GoogleDrive is not an approved location to store any university records. Approved files on GoogleDrive can be shared with collaborators who also have Google accounts. Account holders can also create files using one of the GoogleDrive Applications provided by Google. At the University of Nevada, Reno every student who wants one is provided a Google account. Student Google accounts are not terminated,  students can continue to use their Google accounts long after they have left the University of Nevada, Reno.

Email Storage

Microsoft Office365 is currently the only approved location for storing and transmitting email based University records or sensitive and confidential information.  All other email providers, including Gmail, are not approved.   This includes the University student email service provided by Google.  It is strongly recommended that automatic forwarding to a non-approved email provider is not used as it is not possible to filter out the sensitive or confidential information that should only be located in Office365.

For more information on University records please see the University Administrative Manual (UAM).


 

 Before storing or sharing information, you must determine the type of data you are working with. 

 

Data types and how they can be stored and transferred.

Data Type
and their Data Owner
Description Allowed?
NevadaBox WolfCloud Email - Internal         Email - External.      Fax Slack/Microsoft Teams FormStack
Directory Information
owned by Human Resources
Publicly accessible employee directory information. yes yes yes yes yes yes yes
Account Identification Information
owned by End User
Private information used to access an account such as passwords, personal identification numbers (PINs), and NSHE ID's No No No No No No No
University Financial Information
owned by University Controller
UNR account numbers, purchase order numbers and worktag numbers yes yes yes yes yes yes yes
Credit Card Information
owned by University Controller
Credit card numbers, PINs, CCVs No No No No yes No No
Personally Identifiable Information (PII) - Unregulated
owned by Human Resource / Student Services
Unregulated data such as full name and address yes yes yes yes yes yes [*]
Personally Identifiable Information (PII) - Regulated
owned by Human Resource / Student Services
Regulated data such as Social Security numbers, DOB sees NRS 601A.040 No No No [!] yes No No
FERPA
owned by Registrar
PII relating to students; can be grades, class schedules, etc. yes yes yes [!] yes No [*]
Protect Health Information (PHI/HIPAA)
owned by School of Medicine: Dean, University: Division Head or VP
Any information about health status, provision of health care, or payment of health care that is linked to an individual. Please contact IT Support for the proper storage and transmission of this type of data.
Export Controlled Data
owned by VPRI
Further information, and a definition of  Export Controlled Data can be obtained from the  Office of Sponsored Projects. Please contact the Office of Sponsored Projects for the proper storage and transmission of this type of data.
Personal Files
owned by End User
Any files (including photos and music) that is unrelated to the work that you conduct for the University. All personal files must be transmitted and stored only via personal means.

[!] Only if both parties are lawfully authorized to the data, and it is encrypted during transfer.

[*] Only if NetID authentication is enforced and encryption is enabled. 


For assistance in clarifying the type of data you are working with, contact the data owner. If you are unable to identify the data owner, or for technical assistance, please contact OIT Support.

Additional policies for research data storage are available on the Research and Innovation website. 

Services

Services offered by OIT. Click an item to read about availability, pricing, requirement, and to order this service.

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