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*Interim policy, 2014-Aug-29 (formal approval pending)

This document is meant to supplement the security policies already in place at and to help end users understand where to best store and how to safely share documents.

The College provides several locations for the storage of an individual’s files: the person’s local machine or laptop, the Smith network drive (H:), a shared network drive (S:), which also includes a shared departmental or project drive (P:), and Google Drive.

There are several types of information that may be in your files, which would determine where a particular file is safely stored and how it can be safely shared:

  • Personally Identifying Information or PII (Personally Identifying Information such as Social Security numbers, bank account numbers, …);

  • Protected Information (There are legal restrictions for protection of this data, such as grades, employee records, ..);

  • Sensitive Information (not legally protected, but could be harmful if disclosed, such as performance reviews, recommendations, …).

Please see parts 5.5 and 6.3 of the Smith College Information Security Program for detailed definitions.

Basically, any individual’s files that are related to Smith College business should be stored in such a way that they can be shared appropriately and passed on to another person if needed. Smith also wants to make collaborating as easy as possible. At the same time it is absolutely necessary to assure that PII and Protected Information is never shared with individuals without a legitimate need to access that information. For most of your documents, storage in Google Drive allows you easy access and the ability to share and collaborate as needed. This storage option is intended to meet most of your needs for storage of College related files. 

It is, however, necessary to limit the storage of files containing PII and Protected Information to the  local, Smith College owned and hosted storage on H: (for your own use), S: (for sharing with identified colleagues at Smith) and P: (specifically setup to allow access only to those in a department or involved in a project). For this type of content care must be taken when accessing these files from off-campus.

The following chart is meant to help you determine where these specific types of information can safely be stored. If stored in an environment that allows sharing off-campus, it is your responsibility to ensure that any share setting protects the information appropriately. (See documentation link for more information.)

Classified Information Storage Policy Elements
Interim policy, 2014-Aug-29 (formal approval pending)
Institutional data type Desktop client Hard Drive Portable device / laptop / external storage Smith S/P: Drive (Structured Sharing) Smith H: Drive w/ sharing Google Drive
PII / PHI No /exc (1) No Yes Yes No
SSN / Credit Card / financial account numbers
Personal Health
Research data w/ Grant agency compliance reqs
Protected Information Not recommended (2) No /exc (1) Yes Yes No /exc (1)
Sensitive Information Yes Yes (2) Yes Yes Yes
Unclassified Information Yes Yes Yes Yes Yes
Note 1: with exceptions: business need & encryption required
Note 2: business need & encryption recommended
re: (Note 1) exceptions : procedures for requesting an exception, and for acceptable encryption options : TBD
ITS Storage Policy Elements
Storage quota: Default maximum n/a n/a 25 GB 25 GB 30 GB*
Storage quota increase: (see ITS website for more info) Yes Yes No

Note that several types of information require encryption. Please refer to the Software Tools and Applications section on our Security Information page for more information.

*While the 30GB includes email, attachments, and Google Drive files, any documents stored as a Google Doc, Sheet, Form, etc. do not count toward this maximum.


Copyright © 2014 Smith College  |  Last updated March 7, 2016

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