The College does not currently have a policy regarding the use of public cloud‑based storage services such as Dropbox, iCloud, Evernote, and Google Drive for the storage of College data.

However, as a member of the campus community, you are responsible for the security and protection of the electronic information resources you store outside of the College over which you have control, as you are the data owner as per the IT2 Policy.

Please refer to IT2: Security of Information Technology Resources for further information—particularly these sections:

4.3
Data Owners are responsible and liable for the protection of their data. Security levels can be established based on the following criteria:

  1. how confidential or sensitive is the Data
  2. how important the Data is to the continuing operation of individual departments or the College as a whole in the event of a system failure

4.6
Any application software or computing service used by the College must protect the privacy and confidentiality of the various types of electronic data they process

4.7
Users must ensure that Data is protected wherever and however it is accessed

You should consider the following before using cloud‑based storage services:

  • Sensitive data containing the personal, medical, or academic information of College staff and students must not be stored in the cloud.
  • You should set up a separate account for the storage of College data. It should not be stored with the user’s personal data.
  • A local copy of all data should reside on College equipment to ensure that data is not lost.

The College is currently investigating ways to provide cloud storage services to allow the secure sharing of data across multiple devices.

NOTE: For more information about using your RRC OneDrive for Business account, refer to the OneDrive academic usage recommendations webpage.

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