Storage guide
Data Storage
| Communication or sharing tools and storage devices |
Open -Green |
Internal -Yellow |
Confidential -Red |
Highly Confidential -Black |
|
HVL email without encryption |
Yes |
With conditions(1) |
No |
No |
|
Zoom |
Yes |
Yes |
No |
No |
|
Teams / Sharepoint |
Yes |
Yes |
No |
No |
|
Teams / Sharepoint with special security |
Yes |
Yes |
No |
No |
|
Smartphone |
Yes |
With conditions(3) |
No |
No |
|
Private email (Gmail, Hotmail, etc.) |
No, with conditions(1) |
No |
No |
No |
| Data storage and exchange | ||||
|
HVL-controlled file system or approved subject system |
Yes |
Yes |
Yes |
Yes |
|
OneDrive |
Yes |
Yes |
With conditions(2) |
No |
|
Filesender |
Yes |
Yes |
No |
No |
|
Personal cloud services (Dropbox, Google Drive, etc.) |
No |
No |
No |
No |
|
SILAF - Secure Storage of Research Data (Research server) |
No |
No |
Yes |
Yes |
|
HVL PC (local hard drive) |
Yes |
With conditions(5) |
No(2) |
No |
|
Private PC |
Yes |
No |
No |
No |
|
USB flash drive / external hard drive |
Yes |
No |
No |
No |
|
USB flash drive / external hard drive - encrypted |
Yes |
Yes |
With conditions(5) |
No |
- Employees must not use their private email addresses.
However, HVL employees may communicate with students or named collaboration partners using the students’ or partners’ private email addresses. - Red data must only be stored in systems classified for this purpose.
Following a risk assessment and a written agreement between the head of your unit and IT (documented as a case in P360), arrangements may be made to store such data elsewhere.
The associated risk assessment must be carried out at least annually. - Students and employees who use private/personal equipment must comply with the HVL guidelines applicable to such use at any given time.
- Employees are advised not to store data locally on their PCs, but instead to use OneDrive or Teams/SharePoint with two-factor authentication.
- Red data may, in exceptional cases, be stored on an encrypted USB flash drive or encrypted external hard drive that meets the requirements set out in HVL’s guidelines. Data must not be temporarily stored, downloaded, or exported to a home directory or other storage locations that are not approved for storing red data. Instead, the data must be transferred directly to HVL SILAF (research server).