Bates College Storage Locations






Audio and Video Conferencing: Zoom
Backups: CrashPlan PROe
Content Management: WordPress
Document Management: GoogleDrive, GoogleDocs
Electronic Signature: DocuSign
Email: GoogleMail
FileMaker Server
Instant Messaging: Text Messaging
Instant Messaging: Slack
Local (installed) Hard Drive, Encrypted
Local (installed) Hard Drive, Non-Encrypted
Lyceum (course management)
Network Shares: Belfast, China, Etna
Network Shares: Special – consultation with IT
Request Tracking: WebHelp Desk, Maximo
Survey Tool: Qualtrics





= in consultation with IT

A storage location at DCL3 means that it is OK to store the NEEDED data on that location.  Attention should be paid to be sure unnecessary DCL3 data is not stored on any server.

DCL 3 (Highly Sensitive)

Data Protected by Law

SSN, Bank Account Information, Credit or Debit Card Information, Driver Lic. #, passport information, Student Loan Data, Health Information, pidm, transcript, VISA information, course registrations (for people not registered in that course), student disciplinary records,
DCL 2  (Moderately Sensitive) – private information not protected by law, but could cause loss of $$ or embarrassment to reputation Birth Date, employee disciplinary records,
DCL 1 (Moderately Sensitive) – community information – not intended for the public, but also not a huge problem if the public saw it Internal Memos, Minutes of Meetings, Internal Project Reports, ind. conv with fac and students (including grades), salary
DCL 0 (Not Sensitive)

Data intended to be public.

banner id, Advertising, Public Directory Information, Press Releases, Job Postings, Campus Maps, athletic records (if waiver signed)

NOTES:THOUGHTS – special folder on desktop for people who need to work with private data.  That folder does not get backed up.
Considerations for storage options.

Google Suite

Backup and Versioning – Google Suite (Google Drive) does not provide back up and versioning.  If you may need the ability to revert to previous versions of the documents you create, you should not use Google.

Access, Control and Ownership – Google allows individual users the ability to change sharing permissions.  While this is convenient, it also poses risk of accidental sharing of data.    Additionally, the original creator of a document in Google becomes the owner.  This causes operational issues if/when that creator leaves the college.

Remote Access – Google Drive provides easy remote access to any files, from any network connected device.

College Fileshares

The college network shares are for groups to share common files.  Before placing a file in the share, you should consider whether it needs to be shared.  The network shares should not be used as a backup method for your assigned computer.

Backup and Versioning – Documents on the college network shares are backed up and provide versioning.

Access, Control and Ownership – User need to request IT to make changes to share permissions.  This is less efficient than self managing, but provides a double check on the permissions.

Remote Access – Remote access is permitted to college network shares.  This access is provided via VPN and only permitted on college owned devices.

Backup of Local Files

The College provides licenses to backup software (Crash Plan).  The software runs in the background on a computer and backs up specified files and directories.  This service works at any location with an active network connection.