Guide to Storing University Files

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Guide to Storing University Files

Below are the recommended practices for storing, managing, and protecting digital files created or used by the institution. The goal is to ensure that institutional records are preserved appropriately, working files are stored efficiently, and personal materials are kept separate from institutional data. 

Definitions 

Institutional Records 

Information created or received in the course of institutional business that documents decisions, actions, policies, operations, or transactions. Institutional records are subject to legal, regulatory, accreditation, and retention requirements. 

Examples: 

  • Official correspondence 
  • Policies, procedures, and governance documents 
  • Financial, HR, and student records 
  • Research data designated as institutional 

Working / Non-Critical / Daily Files

Documents used for day-to-day tasks that do not constitute official institutional records. These files support ongoing work but are not the authoritative or final version.

Examples:

  • Drafts of documents
  • Meeting notes
  • Temporary reference materials
  • Collaborative working files

Personal Files 

Materials that are not related to institutional business and are created or stored by individuals for personal use. 

Examples: 

  • Personal photos 
  • Personal financial documents 
  • Personal notes or creative work 

Note: De minimis use of institutional storage space for personal files may be permitted, but such use should be strictly limited, both in quantity and in time stored, and must not interfere with institutional operations or storage capacity. 

Storage Recommendations 

Institutional Records — On–Premise Networked Servers (Required) 

Institutional records must be stored on institutionally managed, on–premise network servers that provide: 

  • Centralized management 
  • Controlled access 
  • Regular backups 
  • Compliance with legal and regulatory requirements 
  • Long-term preservation capabilities 

Rationale: On-premise servers ensure the highest level of security, retention control, and administrative oversight. They support auditability and continuity of operations. 

Examples: 

Y:/ Drive 

    • Your personal storage drive on Truman’s network/visible only to you 
    • Access cannot be shared to others 
    • Must be connected to the Truman domain to access (logged in on-campus or connected from off-campus via  View  or  VPN) 
    • 4 GB quota 
    • Accessible via My Computer / or via File → Save As

W:/ Drive 

    • Your department’s shared storage drive on Truman’s network – all files visible to your entire department, 
    • Access cannot be shared with others outside your department 
    • Must be connected to the Truman domain to access 
    • 4GB quota per user 
    • Accessible via My Computer / or via File → Save As 

Working, Non-Critical, and Daily Files – Approved Cloud Storage 

Working files may be stored in institution approved cloud platforms such as: 

  • Truman Provisioned Microsoft OneDrive 
    • You can also access MS OneDrive via the following path:  
      https://office.com –> log-in –> click the “waffle” icon in the upper left corner –> choose OneDrive 
    • Accessible via My Computer / or via File → Save (This is currently the default file save location) 
    • Storage for all types of files 
    • Accessible from anywhere with Internet connection 
    • Visible only to you 
    • Can make files available off-line 
    • Access can be shared at the file or folder level to individuals in or outside of the Truman domain. 
    • 300GB quota (across all MS applications) 
  • Truman Provisioned Google Drive 
    • Storage for all types of files 
    • Accessible from anywhere with Internet connection 
    • Visible only to you 
    • Can make files available off-line (*NOTE* – you cannot use offline file-syncing for BOTH Google Drive and MS OneDrive – you must choose one system or the other for this feature.) 
    • Access can be shared at the file or folder level to individuals in or outside of the Truman domain. 
    • 300GB quota (across all Google applications) 
  • Other institutionally–licensed cloud collaboration tools, e.g. Brightspace, Zoom. 

These platforms are appropriate for: 

    • Drafting documents 
    • Sharing files with colleagues 
    • Collaborative editing 
    • Temporary storage of non–record materials 

Requirements: 

  • Users must follow institutional data classification guidelines 
  • Sensitive or regulated data may only be stored in cloud systems explicitly approved for that classification 
  • Working files that become institutional records must be transferred to on-premise storage.  E.g. When a course is complete, grades from Brightspace must be entered in Banner.

Personal Files — Local or External Media 

Personal files should, in general, not be stored on institutional resources, but should instead be stored on: 

  • Personal devices 
  • Personal external hard drives and USB flash drives 
  • Personal cloud accounts (not connected to institutional systems) 
  • Restrictions: 
    • Personal files should not be stored on institutional servers in quantity or for long periods of time 
    • Personal cloud accounts must not be used to store institutional data