Understanding data policies and utilizing University-approved storage solutions, such as Box and UD Google Drive, ensure the security of your data. This approach not only minimizes the risk of data loss due to unforeseen circumstances but also helps you stay within your personal data quotas.
This article covers the following topics:
UD Data Policies
What is the difference between Box and Google Drive?
Box
UD Google Drive
External Hard Drives or Flash Drives
Data Recovery
UD Data Policies
Over the past several years, Google has changed their position on unlimited storage. As a result, the University of Dayton has worked diligently to adapt to this new framework by introducing several data stewardship practices. This includes:
What is the difference between Box and Google Drive?
Box is a cloud file storage application licensed to UD faculty, staff and students and has the additional security of enterprise management - the ability for UD to create, provision and remove access to folders based on a position at the University, not a specific person. So if an employee leaves UD, their data won't be automatically deleted.
Google Drive is also a cloud file storage application licensed to UD faculty, staff and students, but it does not have the additional security of enterprise management. Google Drives are tied to individual UD computing accounts and, if sharing settings aren’t configured correctly, content stored in Drive will be deleted when an employee separates from the University. Whenever possible, place your UD business data into a Shared Drive instead of a My Drive and keep all personal data in a personal Google account.
Box
Box is a cloud file storage application, similar to Google Drive, but with the additional security of enterprise management - the ability for UD to create, provision and remove access to folders based on your position at the University. UD faculty, staff and students are licensed to use Box for secure cloud file storage.
Files stored in Box can be placed in your workspace folder (a folder belonging to an individual user, e.g. rflyer1 workspace) and in shared folders (folders shared within a department or office). When a person leaves UD, all files within their workspace folder are deleted. Files saved to shared folders stay exactly where they are so remaining team members can continue to share information.
You can protect yourself from losing data by storing files on your UD Box account.
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Go to go.udayton.edu/box.
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Log in with your UD username and password.
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Drag and drop folders and files from your computer onto your UD username workspace folder or a shared folder.
Additional Box resources:
UD Google Drive
Files stored in your UD Google Drive can be placed in My Drive (files belonging to an individual) and in a Shared Drive (files belonging to a team). When a person leaves UD, all files within their Google Workspace account (including My Drive) are deleted.
Files saved to a Shared Drive stay exactly where they are so remaining team members can continue to share information. Whenever possible, place your UD business data into a Shared Drive instead of a My Drive and keep all personal data in a personal Google account.
Additional UD Google Drive resources:
External Hard Drives or Flash Drives
All external storage devices should be encrypted. Contact the IT Service Center at (937) 229-3888 for encryption assistance.
Data Recovery
UDit may be able to recover data from crashed or broken drives and help you restore data from a backup or a recovery partition. Contact the IT Service Center at (937) 229-3888 for assistance.