Data Storage Options | Information Technology

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xl h-bold text-white"> <h1 class="h-bold text-white">File/Document Storage Options</h1> <p class="lead">Secure Storage for University Files/Documents</p> </div> </div> </div> <div class="container my-5 h-bold"> <div class="row mb-3"> <div class="col-12"> <p class="lead">University files/documents are composed of diverse data types, and each type may have multiple storage options that you can utilize depending on business requirements. The storage option you choose will depend on the type of data and the level of security required for that type of data. University files/documents should not be stored on an individual email, cloud account or device.</p> <h2>University File/Document Types with Storage Options</h2> <img style="display: block; margin-left: auto; margin-right: auto;" src="/images/data-storage-options.png" alt="A graphic showing different file sharing services and purposes" width="75%"></div> </div> </div> <div class="bg-light"> <div class="container py-4 h-bold"> <div class="row"> <div class="col-lg-12"> <h2>University File/Document Types</h2> <div class="row"> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Individual</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"><span></span><span>University files/documents only accessed by the owner:</span><span><br></span> <ul> <li><span>Used on a regular basis</span></li> <li><span>No need for collaboration</span></li> <li><span>Office files/documents</span></li> <li><span>Pictures, videos, and audio files</span><span></span></li> </ul> <p><span><strong>Option(s)</strong><br></span></p> <ul> <li><a href="#box" data-scrolling="yes">Box</a></li> <li><a href="#onedrive" data-scrolling="yes"><span>OneDrive</span></a></li> </ul> </content-body> </div> </div> </p> </div> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Group/Collaborative</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"><span></span><span>University files/documents shared for collaboration:</span><br> <ul> <li><span>Owned and managed by an individual</span></li> <li><span>Requires editing, review, and sharing with others</span></li> <li><span>Office files/documents</span></li> <li><span>Pictures, video, and audio files</span><span></span></li> </ul> <p><strong>Option(s)</strong></p> <ul> <li><a href="#box" data-scrolling="yes"><span>Box</span></a></li> </ul> </content-body> </div> </div> </p> </div> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Protected</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <div>University files/documents classified as restricted or confidential:</div> <ul> <li>Owned and managed by department or individual</li> <li>Could be PII (Personal Identifiable Information), HIPAA (Health Insurance Portability and Accountability Act), FERPA (Family Educational Rights and Privacy Act), PCI (Payment Card Industry) or other University sensitive data</li> <li>Requires special handling and security</li> <li>Any type of file/document</li> <li>Could be long term or short term use</li> </ul> <p><strong>Option(s)</strong></p> <ul> <li><a href="#box" data-scrolling="yes">Box</a></li> </ul> <p><strong>Resources</strong></p> <ul> <li><a href="https://usu.service-now.com/aggies?id=kb_article_view&sysparm_article=KB0014799">Data Handling Requirements</a></li> <li><a href="https://usu.service-now.com/aggies?id=kb_article_view&sysparm_article=KB0014909">Data Storage Quick Reference</a></li> </ul> </content-body> </div> </div> </p> </div> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Departmental</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"><span></span><span>University files/documents shared within a department:</span><br> <ul> <li><span>Owned and managed by the department</span></li> <li><span>Requires sharing and access by other department members</span></li> <li><span>Office documents</span></li> <li><span>Pictures, video, and audio files</span></li> <li><span>Recommended for long term storage of University files/documents</span></li> </ul> <p><strong>Option(s)</strong></p> <ul> <li><a href="#box" data-scrolling="yes">Box</a></li> <li><a href="#aggieshares" data-scrolling="yes">Aggie Shares</a></li> <li><a href="#nas" data-scrolling="yes">NAS</a></li> </ul> </content-body> </div> </div> </p> </div> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Archive</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables">University files/documents not used on a regular basis:<br> <ul> <li>Used by individual or department</li> <li>Could require ability to share</li> <li>Any type of file/document</li> <li>Used for historical purposes or limited access</li> <li>Longer term storage</li> </ul> <p><strong>Option(s)</strong></p> <ul> <li><a href="#onedrive">OneDrive</a></li> <li><a href="#aggieshares">AggieShares</a></li> <li><a href="#nas">NAS</a></li> <li><a href="#harddrive">External Drive</a></li> </ul> </content-body> </div> </div> </p> </div> <div class="col-lg-4 mb-3 d-flex"> <p> <div class="card w-100"> <div class="card-header h4 bg-primary text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">System Backup</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables">University files/documents saved to provide restoration of a critical system:<br> <ul> <li>System files for computers that must be available</li> <li>Provides recovery point for restoration in emergency</li> <li>Files are large</li> <li>Not allowed in Box or OneDrive</li> </ul> <p><strong>Option(s)</strong></p> <ul> <li><a href="#aggieshares">Aggie Shares</a></li> <li><a href="#nas">NAS</a></li> <li><a href="#harddrive">External Drive</a></li> </ul> </content-body> </div> </div> </p> </div> </div> </div> </div> </div> </div> <div class="container py-4 h-bold"> <div class="row"> <div class="col-lg-12"> <h2>University File/Document Storage Options</h2> <h3 class="text-info">Cloud Storage Options</h3> <p>Online or cloud storage options are services provided that house your information on the internet. These are often easily accessed from any computer with an internet connection and the proper credentials.</p> <div class="row"> <div id="box" class="col-lg-6 mb-3 d-flex"> <p> <div class="card nav-card w-100"> <div class="card-header h4 bg-info text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">USU Box</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <p>University Storage System of Record for Files/Documents</p> <p><strong>Pros</strong></p> <ul> <li>Great for storing all Microsoft and Google office documents</li> <li>Internal and external collaboration</li> <li>Departmental and individual storage</li> <li>Approved for protected data</li> <li>Accessible from Windows and MacOS</li> <li>Accessible from Mobile Devices via Box Mobile App</li> <li>Available as folders by installing Box Drive</li> <li>Files are available anywhere by logging in to <a href="https://box.usu.edu/">box.usu.edu</a> from any internet browser</li> <li>Files are encrypted</li> <li>Protects against ransomware</li> <li>Backups are provided by Box</li> <li>Provides access to past versions</li> </ul> <p><strong>Cons</strong></p> <ul> <li>No system backups are allowed</li> </ul> <p><strong>Quotas</strong></p> <ul> <li>Student — 50 GB</li> <li>Faculty/Staff — 5 TB (can request increase)</li> <li>Department — 60 TB (can request increase)</li> </ul> </content-body> </div> <div class="card-footer"> <div class="text-center"><a href="https://usu.service-now.com/kb_view.do?sysparm_article=KB0012595" target="_self" class="btn btn-info btn-wrap ">More Box Information</a></div> </div> </div> </p> </div> <div id="onedrive" class="col-lg-6 mb-3 d-flex"> <p> <div class="card nav-card w-100"> <div class="card-header h4 bg-info text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">USU OneDrive by Microsoft</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <p>University Storage for Individual Files/Documents</p> <p><strong>Pros</strong></p> <ul> <li>Internal collaboration</li> <li>Individual storage</li> <li>Microsoft Office Documents available</li> <li>Accessible from Windows and MacOS</li> <li>Accessible from Mobile devices via OneDrive Mobile App</li> <li>Available as folders by installing OneDrive, part of Office365</li> <li>Files are available anywhere by logging into <a href="https://onedrive.usu.edu/">onedrive.usu.edu</a> from any internet browser</li> <li>Files are encrypted</li> <li>Protects against ransomware</li> <li>Backups are provided by Microsoft</li> </ul> <p><strong>Cons</strong></p> <ul> <li>No external file sharing or collaboration</li> <li>Not supported for protected data</li> <li>No system backups allowed</li> </ul> <p><strong>Quotas</strong></p> <ul> <li>All usu.edu accounts — 5 TB</li> </ul> </content-body> </div> <div class="card-footer"> <div class="text-center"><a href="https://usu.service-now.com/usu/kb_viewer.do?sysparm_article=KB0015225" target="_self" class="btn btn-info btn-wrap ">More info on OneDrive</a></div> </div> </div> </p> </div> </div> <h3 class="text-info">On-Premise Options</h3> <p>On-premise options are physically housed and implemented at a USU location. These range from file shares hosted by central IT to custom solutions developed with your Desktop Support personnel.</p> <div class="row"> <div id="aggieshares" class="col-lg-4 d-flex mb-3"> <p> <div class="card nav-card w-100"> <div class="card-header h4 bg-info text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">Aggie Shares</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <p>University Enterprise Class Storage</p> <p><strong>Pros</strong></p> <ul> <li>Internal file sharing</li> <li>Departmental storage</li> <li>Accessible from Windows and MacOS</li> <li>Files are encrypted</li> <li>Backups are included</li> <li>Managed by Central IT</li> </ul> <p><strong>Cons</strong></p> <ul> <li>No external file sharing or collaboration</li> <li>Files/Documents are only available via USU network or VPN</li> <li>Charges for storage based on usage and security needs</li> </ul> </content-body> </div> <div class="card-footer"> <div class="text-center"><a href="https://usu.service-now.com/usu/catalog_item.do?sysparm_id=ef5d60dadb8380103e0cef07059619c4" target="_self" class="btn btn-info btn-wrap ">Learn more about Aggie Shares</a></div> </div> </div> </p> </div> <div id="nas" class="col-lg-4 d-flex mb-3"> <p> <div class="card nav-card w-100"> <div class="card-header h4 bg-info text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">NAS (network-attached storage)</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <p>Departmental Physical Storage</p> <p><strong>Pros</strong></p> <ul> <li>Internal file sharing</li> <li>Departmental and individual storage</li> <li>Accessible from Windows and MacOS</li> <li>Managed by department</li> </ul> <p><strong>Cons</strong></p> <ul> <li>Only available on USU network</li> <li>Costs of maintaining hardware long term</li> <li>System must be backed up elsewhere for critical information</li> </ul> </content-body> </div> <div class="card-footer"> <div class="text-center"><a href="https://usu.service-now.com/usu/catalog_item.do?sysparm_id=d74fb6e7e46c4100f93cac9132f5ac03" target="_self" class="btn btn-info btn-wrap ">Contact Your Desktop Support</a></div> </div> </div> </p> </div> <div id="harddrive" class="col-lg-4 d-flex mb-3"> <p> <div class="card nav-card w-100"> <div class="card-header h4 bg-info text-white text-bold"> <content-header xmlns:ouc="http://omniupdate.com/XSL/Variables">External Hard Drives</content-header> </div> <div class="card-body"> <content-body xmlns:ouc="http://omniupdate.com/XSL/Variables"> <p>Individual Physical Storage</p> <p><strong>Pros</strong></p> <ul> <li>Individual storage</li> <li>Accessible from Windows and MacOS</li> <li>Managed by owner</li> </ul> <p><strong>Cons</strong></p> <ul> <li>Only available to connected computer</li> <li>More limited space alternatives</li> <li>No redundancy or security</li> <li>Costs of maintaining hardware long term</li> <li>System must be backed up elsewhere for critical information</li> </ul> </content-body> </div> <div class="card-footer"> <div class="text-center"><a href="https://usu.service-now.com/usu/catalog_item.do?sysparm_id=d74fb6e7e46c4100f93cac9132f5ac03" target="_self" class="btn btn-info btn-wrap ">Contact Your Desktop Support</a></div> </div> </div> </p> </div> </div> </div> </div> </div> <div class="bg-light"> <div class="container py-4 h-bold"> <div class="row"> <div class="col-lg-12"> <h2>Frequently Asked Questions</h2> <h3 class="text-bright-light">What if I reach my quota?</h3> <ul> <li>For Box, review the latest information on options under <a href="https://usu.service-now.com/aggies?id=kb_article_view&sysparm_article=KB0015143">Box: Quotas and Data Management</a>.</li> <li>For OneDrive, review the latest information on options under <a href="https://usu.service-now.com/aggies?id=kb_article_view&sys_kb_id=2733f2681bfa7810439aca661a4bcb34">OneDrive: Quotas and Data Management</a>.</li> </ul> <h3 class="text-bright-light">What if I work with extremely large volumes of data?</h3> <p>Work with your <a href="https://mytech.usu.edu">Desktop Support</a> for options to meet your needs.</p> <h3 class="text-bright-light">Where should I store Research Data?</h3> <p>All of the listed University Data Storage options may be utilized for research data; subject to compliance, storage quotas and suitability limitations. For research needs that are not satisfied by these self-service storage options, please work with the <a href="https://library.usu.edu/data-management/">Research Data Management Services Department in the USU Libraries</a> for assistance and your <a href="https://mytech.usu.edu/">desktop support team</a> for expert customized advice. The USU Office of Research also provides services that may be of assistance to researchers including <a href="https://research.usu.edu/hpc">High Performance Computing services</a>.</p> </div> </div> </div> </div> </main> <footer class="mt-auto" id="site-footer"> <section id="fat-footer" class="bg-blue-dark"> <div class="container"> <div class="row"> <div class="col-12 col-lg"> <div class="col-border"><h2 class="h6 mb-0 text-white">CONTACT US</h2></div> <p><strong>Service Desk</strong><br> <a href="https://goo.gl/maps/cbxcyqQ5C3TB3Lte9">820 N 1200 E<br/>Logan UT 84322</a><br /> <a href="tel:1-435-797-4357">435-797-HELP (4357)</a><br> <a href="tel:1-877-878-8325">1-877-878-8325</a><br> <a href="mailto:servicedesk@usu.edu">servicedesk@usu.edu</a> </p> </div> <div class="col-12 col-lg"> <div class="col-border"><h2 class="h6 mb-0 text-white">FALL & SPRING HOURS</h2></div> <p> <strong>Mon-Thur:</strong> 8am - 8pm<br> <strong>Fri:</strong> 8am - 6pm<br> <strong>Sat:</strong> 10am - 3pm<br> <strong>Sun:</strong> Closed<br> <em>Closed all <a href="https://www.usu.edu/calendar/holidays/">holidays</a>.</em> </p> </div> <div class="col-12 col-lg"> <div class="col-border"><h2 class="h6 mb-0 text-white">SUMMER HOURS</h2></div> <p> <strong>Mon-Thur:</strong> 8am - 6pm<br> <strong>Fri:</strong> 8am - 5pm<br> <strong>Sat:</strong> Closed<br> <strong>Sun:</strong> Closed<br> <em>Closed all <a href="https://www.usu.edu/calendar/holidays/">holidays</a>.</em> </p> </div> <div class="col-12 col-lg"> <div class="col-border"><h2 class="h6 mb-0 text-white">SEMESTER BREAK HOURS</h2></div> <p> <strong>Mon-Fri:</strong> 8am - 5pm<br> <em>Closed all <a href="https://www.usu.edu/calendar/holidays/">holidays</a>.</em> </p> </div> <div class="col-12 col-lg"> <ul class="btn-list"> <li><a class="btn btn-bright-light" href="https://myid.usu.edu/">Password Help</a></li> <li><a class="btn btn-bright-light" href="/labs/index.php">Computer Labs</a></li> <li><a class="btn btn-bright-light" href="https://usu.service-now.com/usu/knowledge.do?sysparm_document_key=kb_knowledge,4cbdba0fb842fc00496ed026c8ddbe72">Wireless</a></li> <li><a class="btn btn-bright-light" href="/service-desk.php">Service Desk</a></li> </ul> </div> </div>  </div> </section> <section id="global-footer" class="bg-blue-darker"> <div class="container"> <div class="row py-3 py-lg-4"> <div class="col-12 col-lg-3 py-3 d-flex align-items-center justify-content-center"><a href="https://www.usu.edu"><img class="img-fluid m-auto" srcset="https://www.usu.edu/assets/bs4/images/logos/utah-state-logo-350.png 180w, https://www.usu.edu/assets/bs4/images/logos/utah-state-logo-350.png 200w, https://www.usu.edu/assets/bs4/images/logos/utah-state-logo-350.png 220w" sizes="(max-width: 575.98px) 180px,(max-width: 767.98px) 200px,220px" src="https://www.usu.edu/assets/bs4/images/logos/utah-state-logo-350.png" alt="Utah State University"></a></div> <div class="col-12 col-lg-9 d-flex flex-row flex-lg-column justify-content-center justify-content-lg-start align-items-start"> <div class="left-list my-lg-1"> <ul> <li><a href="https://www.usu.edu/map/">Maps & Directions</a></li> <li><a href="https://www.usu.edu/search/">Search USU</a></li> <li><a href="https://www.usu.edu/campus-life/safety/">Campus Safety</a></li> <li><a href="https://jobs.usu.edu/">Jobs</a></li> <li><a href="https://www.usu.edu/contact/">Contact</a></li> </ul> </div> <div class="right-list"> <ul> <li><a href="https://www.usu.edu/copyright/">Terms of Use</a></li> <li><a href="https://www.usu.edu/copyright/index.cfm#copyright">Copyright</a></li> <li><a href="https://www.usu.edu/privacy/">Privacy</a></li> <li><a href="https://accessibility.usu.edu/">Accessibility</a></li> <li><a href="https://www.usu.edu/equity/non-discrimination/">Non-Discrimination</a></li> <li><a id="de" href="https://a.cms.omniupdate.com/11/?skin=usu&account=usu&site=IT_Information_Technology&action=de&path=/data-storage.pcf" >Admin</a></li> </ul> </div> </div> </div> </div> </section><a href="#" id="back-to-top"><i class="fa-regular fa-chevron-up"></i><span class="sr-only">Back to top of the page</span></a></footer> <link rel="stylesheet" href="https://fonts.googleapis.com/css?family=Roboto+Condensed:300,400,700&display=swap"> <link rel="stylesheet" href="https://www.usu.edu/assets/bs4/css/modular.css"><script type="text/javascript"> /*for disqus comments*/ var page_id="https://it.usu.edu/data-storage.php"; 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