External (Cloud) Services
- such as dropbox, onedrive, googledrive etc.
Placing a file onto a service such as dropbox doesn't simply copy the file to your home computer, mobile phone, or iPad. The file is uploaded to a third-party’s computer server, often outside of the UK, and is replicated to your multiple devices and locations from there. The master copy of the file remains with the third party company. Whilst this data is encrypted during transit, there is nothing to stop the company from examining the contents of your files. This presents a number of problems, not least with data protection issues.
Before considering using these services, the content of the information to be shared must be considered. University Information can be classified as follows, according to the Information Security Policy (http://url.tees.ac.uk/isp)
Personal Information will generally fall into the Protected Category. Things such as internal telephone numbers, post titles and names are not personal information for the purpose of this scheme and would not be regarded as protected information. Personal information that would be classed as protected information would be such things as Home address, Personal phone numbers etc. and warrant a confidential classification. Bank account details, Credit Card numbers, Passwords or Medical records would most safely be classified as Highly Confidential. A dataset that contains a mix of classifications must always be handled according to the most sensitive.
PROTECTED INFORMATION SHOULD NOT BE STORED ON UNMANAGED CLOUD SERVICES
The University offers full access to your U:/ drive from remote locations via unity. If you need more advanced access (e.g. for collaboration) there are various options covered in the remote working policy http://url.tees.ac.uk/rwp. Should you need to send larger files than the email system can handle, there is the SendTo service you can use. Sharing files with students can be achieved with Blackboard.