Classifying data
University information falls into three categories:
- Public — anyone can access it (website content, course catalogues)
- Internal — for staff and students only (internal memos, meeting notes)
- Restricted — confidential or sensitive (student records, financial data, research data)
Where to store it
- OneDrive — for all internal and restricted data. Included with your SCU account.
- Shared drives — for department files. Access-controlled by group.
- Never — personal cloud accounts (Google Drive, Dropbox), personal email, or unencrypted USB drives.
Sharing data
- Use OneDrive links instead of email attachments.
- Set link permissions to "People with existing access" or "Specific people" for sensitive files.
- Do not share Restricted data with external parties without approval.
Sending data externally
If you must send Restricted data outside SCU, use the approved secure file transfer method or encrypt the file. Contact Technology Services if you are unsure.
Disposal
Delete files securely when they are no longer needed. For Restricted data, use the secure deletion method or contact Technology Services for guidance.