UW System Data Classification policy and the associated data protections procedure require that “Data must be stored in an institution or UW System provided cloud storage service or data center. Individuals and departments should not select storage providers or technologies without institution or UW System approval.”

Microsoft SharePoint and OneDrive, along with Microsoft Teams is provided to all campus users for the purpose for securely storing and sharing digital media. The platform also makes it easy to collaborate with your peers both on and off campus. This should be your first choice for data storage and collaboration.

Stout also provides specialty enterprise services for campus use. These include, but are not limited to:

• Qualtrics - Survey hosting, research, and analysis
• BP Logix - Enterprise forms, document management, and workflow
• Adobe Creative Cloud – Creative content multimedia design
• Image Now – Document management and workflow
• Kaltura – Video creation, storage, and delivery
• Canvas – Learning content and delivery

However, we understand that the Microsoft and other enterprise tools may not meet your specific needs. Beyond the core applications and services, UW-Stout has vetted several specialty applications and services to support the educational mission of the institution.

The ability to use a specific service is dependent on the classification of the data being stored or processed, the capability of the service to protect the data as required by applicable law and policy, cost, purchasing policy, contractual terms, etc.

When selecting data storage, remember to consider the entire data lifecycle from collection to deletion. Many other policies and laws may apply. The UW Privacy policy places constraints on collecting data, the Federal Education Rights and Privacy Act (FERPA) defines how we handle educational records, the Payment Card Industry Data Security Standards defined how can store and process credit card data, UW Data Classification requires data stewards be named for all Stout data, Wisconsin Data Retention policies define how long data must be store and when it must be deleted. The list is long and can be complicated.

If you are interested in a particular tool, please contact your consultant. They will research available options and assist you with the software request process if appropriate.