File Storage Guide

SF State provides file storage for data created and used for university operations.

This document describes storage options and provides guidence on selecting the most appropriate storage service.

 


What are my storage options?

If you are unsure what level of data you will be storing, please refer to the Confidential Data Policy.

Box at SF State

Box at SF State is a cloud based collaborative storage solution used to share documents with SF State employees, students, community members, and non-SF State individuals. Box at SF State can be used to sync data between devices. The service can be used to store documents that contain up to level 2 data but cannot be used for documents that contain level 1 data. All campus members with an SF State email address and current affiliation can access Box at SF State. Accounts are deleted when an employee or student is no longer affiliated with the university.

Box at SF State Folders for Departments offers the collaborative ease of Box at SF State, but creates a storage space that retains documents even if users separate from the university. Once created, departmental Box folders are accessible through Box at SF State individual accounts.

To access Box at SF State, please login at http://sfsu.box.com. For more information on Box at SF State, please see the Box at SF State User Guide.

Departmental File Shares Service (s.sfsu.edu)

The departmental file shares, s.sfsu.edu, provide storage space on campus owned servers that is easily accessible from any computer running current Windows or Mac operating systems. This storage option should be used for documents that should not be lost if an employee separates from the university and when granular file access control is needed.

Each unit on campus has allocated space on s.sfsu.edu. For access and folder permissions/controls questions, please contact your local IT support.

For more information on the Departmental File Share, please see the Departmental File Share (s.sfsu.edu) Guide.

Secure Departmental File Shares Service (sec.sfsu.edu)

The encrypted, secure departmental file shares server, sec.sfsu.edu, is used to store and share confidental data (Level 1). This encrypted file share is accessible from any computer running Windows 8.1, Mac OS 10.10 or newer connected to the Campus VPN with Duo two-factor authentication. Individual campus units can request a share on sec.sfsu.edu by contacting their local IT support. Access to the shares and folders is managed by ITS.

For more information on the Secure Departmental File Share, please see the Secure Departmental File Share (sec.sfsu.edu) Guide.

 


Which option should I choose?

What level of data will you be storing?

If you are unsure what level of data you will be storing, please refer to the Confidential Data Policy.

File Storage Options by Data Type
  Box at SF State Box Folders for Departments s.sfsu.edu sec.sfsu.edu
Public Yes, acceptable Yes, acceptable Yes, acceptable Yes, acceptable
Level 2 - Internal Use Yes, acceptable Yes, acceptable Yes, acceptable Yes, acceptable
Level 1 - Confidential No, not acceptable No, not acceptable No, not acceptable Yes, acceptable
Level 1 - PCI* No, not acceptable No, not acceptable No, not acceptable No, not acceptable
Level 1 - HIPAA* No, not acceptable No, not acceptable No, not acceptable No, not acceptable

* Contact SF State ISO before storing this type of data.

 

Who do you need to share your data with?

File Sharing Options
  Box at SF State Box Folders for Departments s.sfsu.edu sec.sfsu.edu

Unauthenticated users

Yes, acceptable Yes, acceptable No, not acceptable No, not acceptable
Users with personal Box.com accounts Yes, acceptable Yes, acceptable No, not acceptable No, not acceptable
SF State Faculty, Staff, Students, or Community Members with current affiliation Yes, acceptable Yes, acceptable Yes, acceptable Yes, accpetable

 

What features do you need?

File Storage Features
  Box at SF State Box Folders for Departments s.sfsu.edu sec.sfsu.edu
Backups Yes, accpetable100 versions Yes, accpetable100
versions
Yes, accpetable 60 days of daily snapshots

Yes, accpetable 60 days of daily
snapshots

Offline/Sync Access Yes, accpetable (Box
Sync)
Yes, accpetable (Box
Sync)
No, not acceptable No, not acceptable
Mobile Device Access Yes, accpetable Yes, accpetable No, not acceptable No, not acceptable
Mapped/Mounted Drive No, not acceptable No, not acceptable Yes, accpetable Yes, accpetable
Maximum File Size 5 GB 5 GB Limited to Quota Limited to Quota
Quota 500 GB 2 TB 2 TB 500 GB
Network Access Anywhere Anywhere Campus or VPN VPN with Duo

 

How Long Should Files be Retained?

Files should be retained only as long as they are valid, useful, and requried to be retained. All data stored using any file storage solution should comply with existing CSU policy and executive orders regarding record retention and disposition schedules.

Please see section 4 of the Student Privacy Rights Policy and Procedure for the student records retention policy and the CSU Records Retention & Disposition Schedules for storage related to the following areas:

  • Personnel / Payroll
  • Fiscal
  • Environmental Health & Safety
  • Student Records
  • Facilities
  • University Police
  • University Advancement
  • Academic Personnel
  • Curriculum & Accreditation
  • Research & Sponsored Programs
  • Institutional Records