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 |
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 |
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 |
Yes, with conditions(2) |
No |
|
Filesender |
Yes |
Yes, with conditions(4) |
No |
No |
|
Personal cloud services (Dropbox, Google Drive, etc.) |
No |
No |
No |
No |
|
SILAF - Secure Storage of Research Data (Research server) |
No |
Yes |
Yes |
Yes |
|
HVL PC (local hard drive) |
Yes |
Yes, with conditions(5) |
Yes, with conditions(4) |
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 |
Yes, with conditions(6) |
No |
- Employees' private email should not be used. However, employees at HVL can communicate using the private email of students or named collaborators.
- Red data can be stored in OneDrive, which is secured by HVL IT, requiring multi-factor authentication. Such Teams / Sharepoint sites are set up based on the data owner's written assessment of needs, legal basis, and risk. Assessment should be reviewed at least once a year.
- Exceptions for students if they follow guidelines for the use of personal devices (link to guidelines).
- Yellow data can be temporarily stored in cloud services provided and approved by HVL, storing data within the EEA. Only HVL-provided cloud services should be used.
- Employees are advised not to store data locally on PCs but to use OneDrive or Teams/Sharepoint with two-factor authentication instead.
- Red data may be stored on encrypted USB flash drives or encrypted external hard drives that meet the requirements outlined in HVL's guidelines. Data should not be temporarily stored, downloaded, or retrieved to home directories or other storage locations that cannot store red data but should be transferred directly to HVL SILAF (research server).