Storing

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This includes but is not limited to: 

  • designing research;
  • locating existing data;
  • capturing and creating metadata.

Use the data classification definitions found here to help you through this process.

Select which class of data you are working with:

Confidential Data

Action: Labeling documents

  • Treatment - Print: Documents must be labeled as "Confidential" regardless of internal or external use.  Documents approved for distribution should be labeled accordingly.  
  • Treatment - Electronic: Documents must be labeled as "Confidential" regardless of internal or external use.  Documents approved for distribution should be labeled accordingly.

Action: Duplicating documents

Action: Storing Physical Documents

  • Treatment - Print: Stored in secured location when not in use.
  • Treatment - Electronic: N/A

Action: Storing Data on files stored on servers, either internal or external to Western that have controlled access (requires specific permissions and/or login)

  • Treatment - Print: N/A
  • Treatment - Electronic: No encryption required.  It is highly recommended that some credit card and/ or bank account information be encrypted, without password included, if it must be stored.  Please refer to this Cybersmart page for details on encryption.  Sensitive credit card authentication data should not be stored at all.  Please refer to Commerce At Western for information.

Action: Storing data locally on Personal Computers with internet access requiring Western or affiliated credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: Not permitted unless encrypted, without password included.

Action: Storing data locally on Personal Computers with internet access that do not require any credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: Not permitted.  

Action: Storing data locally on Personal Computers that are not connected to the internet and/ or network.

  • Treatment - Print: N/A
  • Treatment - Electronic: Not permitted unless encrypted, without password included.  There may be exceptions to this.  For more information, contact ciso@uwo.ca

Action: Storing data on easily removable media or portable devices (flash drives, thumb drives, USB-connected hard drives, CDs, DVDs, BluRay, SD cards, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Confidental information must be encrypted when stored on such media or devices.  Such media or devices must be stored in a secured location when not in use.  Please refer to this Cybersmart page for more details on encryption. If travelling abroad be aware that there may be country-specific information security considerations (i.e. legal, governing laws, etc).  If you have questions in regards to this, please contact ciso@uwo.ca.

Acton: Storing data on Mobile Devices (laptops, iPhones, iPads, tablets, Blackberrys, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Confidental information must be encrypted when stored on such media or devices.  Such media or devices must be stored in a secured location when not in use.  Please refer to this Cybersmart page for more details on encryption. If travelling abroad be aware that there may be country-specific information security considerations (i.e. legal, governing laws, etc).  If you have questions in regards to this, please contact ciso@uwo.ca.

Action: Storing data in 'cloud' environment not hosted by Western (Google, DropBox, iCloud, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Encryption must be used where possible.  Permitted upon of Western's Counsel and notification to ciso@uwo.ca.  Two-factor access crontrols must be used and risk to unauthorized data exposure mitigated through use of cyber-insurance.  Please refer to this Cybersmart page for more details on encryption and cyber-insurance or contact cisco@uwo.

Action: Storing data on home computers (Personal Computers not purchased through university and/ or research funding)

  • Treatment - Print: N/A
  • Treatment - Electronic: Not permitted unless encrypted, without password included.

Sensitive Data

Action: Labeling Documents

  • Treatment - Print: Documents should be labeled as "Sensitive" regardless of internal or external use. Documents approved for distribution should be labeled accordingly.
  • Treatment - Electronic: Documents should be labeled as "Sensitive" regardless of internal or external use. Documents approved for distribution should be labeled accordingly.

Action: Duplicating Documents

  • Treament - Print: No special requirements.
  • Treatment - Electronic: No special requirements.

Action: Storing Physical Documents

  • Treatment - Print: Stored out of sight when not in use
  • Treatment - Electronic: No special requirements.

Action: Storing Data on files stored on servers, either internal or external, to Western that have controlled access (requires specific permissions and/ or login)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data locally on Personal Computers with internet access requiring Western or affiliated credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data locally on Personal Computers with internet access that do not require Western credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: Not advised. If Sensitive data must be stored via this media, it should be encrypted, without password included. Please refer to this Cybersmart page for more details on encryption.

Action: Storing data locally on Personal Computers that are not connected to the internet and/ or network.

  • Treatment - Print: N/A
  • Treatment - Electronic: Devices must be stored in a physically secured location when not in use.

Action: Storing data on easily removable media or portable devices (flash drives, thumb drives, USB-connected hard drives, CDs, DVDs, BluRay, SD cards, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Sensitive information should be encrypted, without password included, when stored on such media or devices. Such media or devices must be stored in secured location when not in use. If travelling abroad be aware that there may be country-specific information security considerations (i.e. legal, governing laws, etc). If you have questions in regards to this, please contact ciso@uwo.ca. Please refer to this Cybersmart page for more details on encryption.

Action: Storing data on Mobile Devices (laptops, iPhones, iPads, tablets, Blackberrys, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Sensitive information should be encrypted, without password included, when stored on such media or devices. Such media or devices must be stored in secured location when not in use. If travelling abroad be aware that there may be country-specific information security considerations (i.e. legal, governing laws, etc). If you have questions in regards to this, please contact ciso@uwo.ca. Please refer to this Cybersmart page for more details on encryption.

Action: Storing data in 'cloud' environment not hosted by Western (Google, DropBox, iCloud, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: Not advised. If Sensitive data must be stored in a cloud, it should be encrypted, without password included, or isolated in such a manner that ensures confidentiality, integrity, and/ or availability. Two-factor access controls must be used and risk to unauthorized data exposure mitigated through use of cyber-insurance. Please refer to this Cybersmart page for more details on encryption and cyber-insurance or contact ciso@uwo.ca.

Action: Storing data on home computers (Personal Computers not purchased through university and/ or research funding)

  • Treatment - Print: N/A
  • Treatment - Electronic: Not advised. If Sensitive data must be stored via this media, it should be encrypted, without password included, or isolated in such a manner that ensures confidentiality, integrity, and/ or availability. Please refer to this Cybersmart page for details on encryption.

Public Data

Action: Labeling Documents

  • Treatment - Print: No special requirements.
  • Treatment - Electronic: No special requirements.

Action: Duplicating Documents

  • Treament - Print: No special requirements.
  • Treatment - Electronic: No special requirements.

Action: Storing Physical Documents

  • Treatment - Print: No special requirements.
  • Treatment - Electronic: N/A

Action: Storing Data on files stored on servers, either internal or external, to Western that have controlled access (requires specific permissions and/ or login)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data locally on Personal Computers with internet access requiring Western or affiliated credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data locally on Personal Computers with internet access that do not require Western credentials.

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data locally on Personal Computers that are not connected to the internet and/ or network.

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data on easily removable media or portable devices (flash drives, thumb drives, USB-connected hard drives, CDs, DVDs, BluRay, SD cards, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data on Mobile Devices (laptops, iPhones, iPads, tablets, Blackberrys, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data in 'cloud' environment not hosted by Western (Google, DropBox, iCloud, etc.)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

Action: Storing data on home computers (Personal Computers not purchased through university and/ or research funding)

  • Treatment - Print: N/A
  • Treatment - Electronic: No special requirements.

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