Question

I am using a data storage service (either cloud or network storage) to store my Wesleyan data.

What are some guiding principles of using Wesleyan Cloud Storage and Network Storage?

Answer

Depending on the service that you are using, there are some recommended "do's and don'ts" you should keep in mind:

The currently supported cloud storage and network storage services at Wesleyan are:

OneDrive/SharePoint
Google Drive
Network Storage (including but not limited to Dragon "G" Drive, RSpace)

This article also mentions iCloud. Though we advise against storing your Wesleyan work data on your personal iCloud, you may find that there are some benefits of utilizing some iCloud services on your computer (mostly communication related features between your computer and your mobile device(s)).

For a full summary of Cloud Storage services that Wesleyan offers, please refer to the service offering and the knowledge article:

IMPORTANT NOTE ON DATA PRIVACY:

Storing Confidential and Restricted data on cloud storage is not prohibited as a properly configured cloud storage service satisfies our data security requirements. However, if you are going to store Restricted data on cloud storage (data that's protected by laws and other regulations), please consult with Security to confirm the following:

That the data needs to be stored on cloud storage
Your Cloud storage solution is properly locked down.

For more information on what constitutes as Restricted Data, please review Wesleyan's Data Security & Privacy Protection Policy. All students, faculty, and staff are responsible for adhering to this policy.

If you are departing or have an employee that will be departing the university, it is important that you review the Departing employee's transition from IT services article.

General
OneDrive/SharePoint
Google Drive
Dragon and Other Network Shares
Apple ID/iCloud

General

For all cloud storage and network storage services, it is best to utilize these following practices.

DO	DON'T
Do: Prior to attempting to connect to your cloud/network storage, ensure your computer is properly connected to the internet.	Don't: Attempt to access cloud storage/network shares if you are not connected to the internet. Not only will you get an error stating you are not able to connect, but sync/file upload issues may occur once you reconnect.
Do: Be mindful what data you store on any specific cloud storage service or network share. You should familiarize yourself with Wesleyan's Data Security & Privacy Protection Policy. All students, faculty, and staff are responsible for adhering to this policy.	Don't: Store your own important personal data on Wesleyan issued cloud services. Wesleyan is not responsible for maintaining personal data. Furthermore, it may be accessible to system admins. If you depart from the university, you will not be able to retrieve your data, and other colleagues may be able to see your personal data should they be granted access to the contents of your cloud storage shares.
Do: If you plan on storing Highly Sensitive data (Confidential/Restricted) on a cloud storage service, consult with the IT information security prior to doing so. We can ensure that there is a need to store the data, and that you have the proper safeguards in place to make sure the data is secure.	Don't: Highly sensitive data (confidential/restricted) should ideally not be stored on OneDrive or Google Drive if you cannot ensure you have the proper safeguards to keep the data safe. This data should be stored on Network Storage.
Do: If you're sharing something that you've stored on cloud storage, ensure that you are sharing your files/folders with the correct people. This includes but is not limited to: Ensuring you add the correct people who have access to the file/folder If you are sharing a link, be mindful who you share the link with. Also, be sure to modify the settings who can edit or not.	Don't: Share data stored on cloud storage with unauthorized person(s) or parties without prior approval of General Counsel and DPO.
Do: Ensure you're signed into your Wesleyan issued account for OneDrive/Google, and store Wesleyan Data only on your Wesleyan issued account.	Don't: Even if you are storing data on OneDrive, Google, etc., don't authenticate with your personal account and start storing Wesleyan items on your personally owned account (especially important with Confidential/Restricted data).
Do: Periodically clean out any unneeded files as cloud and network storage has quotas. OneDrive - 5TB (per user) SharePoint - 25TB (per site) Google Drive - 300GB (per user/site) Dragon - Quota determined by ITS	Don't: Allow your cloud storage service or network share to fill up. You will find that you are unable to upload any new files, or make changes to existing files. If you are using a cloud storage application, it will cause issues when running. We are not able to increase the storage capacity for Google Drive.
Do: For large data files (ex: photos/videos/etc.), research data, and data archives, it may be better to store on a network share as opposed to cloud storage. *If you have questions please consult with ITS. If you need to upload from your mobile device and then store on cloud data, it is best to utilize cloud storage to upload your data. On your computer, you can then transfer the data over to a network share.	Don't: Use cloud storage as a primary means to store large data files (photos/videos/etc.), , research data, and data archives, etc. *If you have questions please consult with ITS. Though it is possible, you will find your storage will fill up quickly, and will encounter issues listed above.
Do: If you want to transfer items from your mobile device (phone or tablet) to your computer, it is best if you utilize the app for your cloud storage service to upload your files as opposed to connecting the device directly up to your computer.	Don't: Download Confidential/Restricted data from cloud storage to a mobile device.
Do: If you encounter any issues with cloud storage, please let ITS know by submitting a ticket so we can take a look or advise on next steps.	Don't: Attempt to resolve issues with cloud storage by yourself. Potential Data loss can occur if troubleshooted improperly.
Do: If you or one of your employees will be departing from the University, you should do the following prior to departure: Download any data that you need (if it is not Confidential/Restricted) Coordinate distributing your files/folders you have on cloud storage to your colleagues so they have access. You may also want to upload these files to a shared site or folder. Remove any personal data you may have stored. More information can be found here: Departing employee's transition from IT services.	Don't: Attempt to retrieve your or your colleague's data after departure from the university. Your account will be disabled Your data may be deleted, depending on the service you are using Even if your data is not deleted (OneDrive), it will be inaccessible to you and your colleagues Leave any of your personal data that your colleagues may be able to have access to. Only under extenuating circumstances, managers may request an extension for their employee's account access.
	Don't: Download any Confidential/Restricted data to your personal devices prior to departure.

OneDrive/SharePoint

OneDrive is the preferred cloud storage service for Faculty and Staff as it is integrated with the Microsoft Office 365 ecosystem. Active matriculating students also have access to the full Microsoft 365 suite of cloud storage and applications. If you are a member of SharePoint sites, you can utilize OneDrive to sync your site's files.

DO	DON'T
Do: Ensure you are connected to the internet, and that Microsoft OneDrive is running, signed in using your Wesleyan account and syncing your files (either on your personal OneDrive or your Synced SharePoint Site) properly. You can check your OneDrive application, as well as check the online portal of OneDrive to ensure your files are all there. If there are any sync errors, please us know so we can resolve. If you are not connected to the internet, sync errors may occur when you reconnect. For more info, refer to this article: OneDrive - What do the icons next to my file or folder indicate?	Don't: Attempt to resolve sync errors yourself if you don't know what to do. It is best if you let ITS know (submit a ticket) so we can take a look and resolve. Potential data loss may occur for you and other colleagues if sync issues are resolved improperly.
Do: Ensure you store important documents on OneDrive and your team's SharePoint site. Not only will these files be backed up on the cloud, but you can easily review version history. In the event you switch computers or need to work on a loaner computer, you can easily retrieve your work files with minimal time required.	Don't: Store any of your personal non-Wesleyan data on OneDrive/SharePoint. In the event you depart from the university, you will not be able to retrieve the data, and colleagues you share your OneDrive with may have access to your personal data.
Do: If you are storing Confidential/Restricted data on OneDrive or SharePoint, be mindful of who has access to the files you choose to share.	Don't: Use your personal OneDrive account (non-Wesleyan managed) to store any Wesleyan data (especially Confidential/Restricted data).
Do: Periodically remove unneeded files to free up space. Below are the following quotas. OneDrive - 5TB SharePoint Sites - 25TB	Don't: Go over the storage limit for your personal OneDrive or for other SharePoint Sites. Your data won't properly be synced. We are only able to increase storage capacity for OneDrive on a per needed basis.
Do: Though there is high capacity of OneDrive and SharePoint, cloud storage, be aware of the sync limits of OneDrive. The maximum file size that can be uploaded/downloaded at a time is 250GB Max for .zip files is 20GB The maximum amount of items that can be synced at a time is 300,000 items. If you need assistance with migrating to OneDrive/SharePoint, please let us know.	Don't: Overload your OneDrive application or the web browser application. Tasks that can overload OneDrive include but are not limited to: Backing up your entire C Drive to OneDrive. We recommend you utilize CrashPlan to back up your local folders. Uploading Large Files/Folders Syncing .PST Files Sync errors may occur, preventing other smaller files from being synced.
Do: Ensure that the files/folders stored on OneDrive are correctly named (don't have invalid characters in file/folder names, proper length, etc). For more information, please review the following articles: Invalid characters Invalid file or folder names Invalid or blocked file types	Don't: Have files/folders that have the following characters in them: *" : < > ? / \ \|** Otherwise, your files and folders will not be able to sync properly. If you have a folder with these invalid characters, then all the items within the folder will not be able to sync (even if they are correctly named).
Do: If you have a document stored on OneDrive/SharePoint, and are using one of the core Microsoft 365 applications, ensure that you have autosave enabled. This will ensure that a document you are working on is automatically saved. Also, periodically ensure that the document(s) that you are working are actually being saved.	Don't: Turn on AutoSave, store the document elsewhere, and attempt to turn on AutoSave again. This functionality is only designed for documents stored on OneDrive If you turn on Autosave for a document stored on another cloud storage service, you may end up creating a duplicate copy of your document
Do: On your computer, ensure that you have Files on Demand enabled. Cached items automatically clear up after a set period of time, freeing up hard drive space on your computer	Don't: It is not recommended that you cache any confidential/restricted data prior to departure.
Do: Likewise, if you are traveling (plane, train, etc.), ensure you have any documents you want to work on cached prior to departure.
Do: When sharing files/folders, be careful who you share files/folders to (important if you are sharing Confidential/Restricted data). Be mindful who you add to the list of users If you generated a link, be mindful who you share the link to. Also ensure that the proper editing permissions are set.	Don't: Share data/folders stored on OneDrive to unauthorized people/groups. Especially important for Confidential/Restricted data.
Do: If you are looking to share documents via Email or Teams, it is recommended that you share a link to a file rather than trying to send everyone a copy. For Microsoft Office Documents, sharing via OneDrive/SharePoint will allow you and your colleagues to actively collaborate on the document.
Do: If you or someone else deletes a file, access the recycle bin in OneDrive/SharePoint online to see if you can retrieve it. If you need help, contact ITS.	Don't: Attempt to retrieve a deleted document after 93 days of deletion or if it's already been permanently deleted. Microsoft will delete the document(s) after 93 days and will be un-retrievable.
Do: If you will be departing from the University, you should do the following prior to departure: Redistribute any files/folders to your colleagues. The best way to do this is to have your colleagues download any data that you share to their own OneDrive. Migrate any files you have been working on to your department's SharePoint Site Export files to your personal computer (just as long as it's your own personal data and not any confidential/restricted data) More information can be found here: Departing employee's transition from IT services	Don't: Attempt to retrieve your or your colleague's data after departure from the university. Your account will be disabled Though the data technically isn't deleted from OneDrive, it is best that this is transitioned prior to departure Leave any of your personal data that your colleagues may be able to have access to. Only under extenuating circumstances, managers may request an extension for their employee's account access.

Additional information on OneDrive/SharePoint can be found below:

Google Drive

Faculty, staff, and students have access to the full Google G-Suite of cloud storage and applications.

DO	DON'T
Do: Periodically remove unneeded files to free up space. Your Google Drive has a 300GB capacity.	Don't: Store over 300GB of data on Google Drive. Due to limitations from Google, we are unable to increase the storage capacity.
Do: If you have contents from your Google drive, transfer them to OneDrive/SharePoint if possible.	Don't: Store any of your personal non-Wesleyan data on Google Drive. In the event you are separated from the university, you will not be able to retrieve the data.
Do: Ensure you're signed in using your Wesleyan issued Google Account, and that you're storing Wesleyan data on your issued Google Drive.	Don't: Use your personal Google account (non-Wesleyan managed) to store Wesleyan data (especially Confidential/Restricted data).
Do: Ensure you're sharing files/folders to the correct people/groups. Also, ensure you have the correct access level set.	Don't: Share files/folders with unauthorized people/groups.
Do: Prior from departure from the university, you should do the following: Export Google account data to a file or a personal cloud storage account by utilizing Google Takeout (also, be mindful of what data you export). Check for files in My Drive linked to public websites, such as PDFs, Forms, Sheets, or documents. Change ownership of My Drive files: Make someone else the owner of your file Add other managers to Shared drives: Change a member’s access to a shared drive	Don't: Attempt to retrieve your or your colleague's data after departure from the university. Your account will be disabled Export confidential/restricted data using Google Takeout Leave any of your personal data that your colleagues may be able to have access to.

Additional information about Google Drive can be found below:

Dragon and Other Network Shares

These are network shares (hosted and served from Wesleyan's data center) and are technically not considered cloud storage. This storage is best utilized for research data storage, large data sets and files, archived data, etc. *Your computer must be connected on the campus network or connected to Wesleyan VPN, if off campus, in order to access this data storage.

DO	DON'T
Do: Periodically ensure you save your documents you are working on. As the document is not being saved to a cloud storage service, the document will not automatically be saved.	Don't: Turn on AutoSave if you're working on a Microsoft Office document. If you turn on AutoSave, it will automatically upload your document to OneDrive. You may find that the document you were working on was uploaded to your OneDrive instead of your network share. This is especially important if you are working on a highly sensitive document that shouldn't be uploaded to OneDrive.
Do: Prior to attempting to access network share, ensure you are properly connected. If you are on campus, ensure you're connected to the campus network (either through hardwire ethernet or connecting to Eduroam). If you are working remotely, ensure that your VPN connection is established prior to accessing network share. If you're having trouble with connecting to the campus network or VPN, please let ITS know so we can investigate.	Don't: Store any personal non-Wesleyan data on network share. This will not only take up space, but your colleagues will have access to your data if it is a shared drive.
Do: Ensure your drives are properly mapped. If you are not sure how to do this, please contact Desktop Support and we can ensure they are mapped.	Don't: Attempt to access these network shares from a mobile device. Connecting to Dragon via a mobile device is not supported by ITS. If you have data you need to have uploaded to a network share, upload to a cloud storage service first, and then transfer to the network drive.
Do: Prior to having your computer reimaged or receiving a new computer, take note of what shares and associated drive letters you have on your computer (your supervisor may also have this information). When either you or Desktop Support are setting your computer up again, we can quickly re-map the drives and get you up and running again. You can take a screenshot of your mapped drives (either the This PC folder on Windows, or your saved drives on Mac).
Do: If you notice you or one of your employees don't have permission to a specific share, please submit a ticket and we can get the permission granted.

More information can be found here: Accessing Files on the Dragon File Server

Apple ID/iCloud

If you are using a Wesleyan issued Apple Mac computer, you may find some benefits of using your Apple ID account with your computer (ex: using Facetime, or iMessage). It is important to note that Wesleyan does not manage Apple ID accounts and does not have the ability to access or assist with your iCloud data. Furthermore, no Wesleyan Data should be stored on iCloud.

IMPORTANT NOTE

Please utilize your Apple ID on your Wesleyan issued computer at your own risk. Wesleyan does not manage Apple ID's. If you lose your credentials for your Apple ID account, we cannot recover the password. Your Wesleyan issued device may be locked and rendered unusable as a result. Additional issues and troubleshooting with iCloud are not supported by Wesleyan ITS, you will need to go through Apple Support.

DO	DON'T
Do: Utilize communication tools, such as Facetime, iMessage, Phone, etc. For Wesleyan business, you should still utilize Microsoft Teams or Zoom for video conferencing. If you are making telephone calls, use Avaya Workplace.	Don't: Don't store any Wesleyan data on iCloud. iCloud storage is not suitable for professional use and is NOT managed by Wesleyan. Common issues include but are not limited to files disappearing or being difficult to recover. If you loose data, we can't guarantee that you will be able to recover it.
Do: Utilize another iCloud device to unlock your Mac (ex: Apple Watch).	Don't: Sync your personal iCloud data (photos, documents, etc.) to your Wesleyan computer. May take up unneeded space on your computer and may cause performance issues.
Do: Sync Contacts (if you have contacts for Wesleyan business, it is still recommended that you utilize Microsoft Outlook to sync your contacts between your phone and computer).	Don't: Attempt to back up your entire computer using your iCloud account. iCloud Backup is only available for iOS devices. While your data may be synced, it is not a true backup. To back up your computer, we recommend using CrashPlan.
Do: Change your Apple ID email association prior to your departure from Wesleyan if you created an Apple ID with your Wesleyan email. Your Wesleyan email account will be disabled, and you won't have a way to authenticate in the event you lose your password. We are also unable to recover lost Apple ID passwords. To do this, you will need to go here: Change your Apple ID	Don't: Activate Find My Mac - In the event your Mac will need to be reimaged, (either if you need the Mac reimaged for yourself, or your computer will be repurposed), it will make it difficult to do so until Find my Mac is turned off.
	Don't: Download App Store Applications to your computer. Unauthorized applications may cause performance issues. Approved applications can be accessed from the Self-Service portal. If there is a specific application you would like to download, please submit a ticket so we can review the request.

Additional information on Apple ID/iCloud support can be found below:

We hope you have found this information helpful! Please visit the Wesleyan ITS Knowledgebase to locate additional self-help instruction.

To request further assistance please:

Contact the ITS Service Desk at (860) 685-4000 or
Request IT Support via the ITS Service Portal

Effective Guidance for Utilizing Cloud and Network Storage