Services such as Dropbox.com, iCloud and Box keep a copy of data you opt to share with them on non-UCO computers (known as web servers) where it is stored and always connected to the Internet (also called "the cloud"). While convenient, use of these services pose a security risk on many levels when UCO data is involved.
Each of these cloud services are considered a personal resource and involve an agreement you make with the service provider. As a result, UCO is unable to backup, retrieve and restore any information kept on cloud services. UCO discourages the use of these services for official university business.
Confidential student information (including, but not limited to Student ID photos) should not be stored on a cell phone, iPhone, iPad, Android, flash drive or cloud storage site and never should be sent via email.
The UCO Information Security Policy states:
Confidential information shall not be stored on desktop systems, laptops nor removable devices.
Electronic distribution: Non-public information may be distributed electronically if properly protected by an acceptable method (encrypted, password-protected, etc.) and may be sent only to approved recipients.
For more information on what is considered public information, please review the UCO FERPA statement.
Storage of non-public UCO information on an mobile devices should always be encrypted via a standalone app – the device's security alone is not considered an acceptable method of encryption.
UCO makes every effort to secure confidential information and, to the best of our ability, protects the privacy of students, faculty, and staff. Storing non-public unencrypted data on mobile devices puts the privacy and security of the University’s data at risk.