Cloud Based Storage

File hosting and collaboration services like OneDrive, Google Drive, and other cloud services are convenient tools for storing and synchronizing files on one or more computers. When collaboration is needed, these services can also be very useful for sharing files across and between organizations.

File hosting and collaboration services should be selected based on user requirements. This includes, but is not limited to, storage capacity and whether HIPAA and FERPA compliance is needed. The File Sharing Services Matrix below shows the services available and the features they include. In many cases, the departmental shared drive (S: on local server) may be the best solution.

UW OneDrive for Business

UW Tacoma has a subscription to UW OneDrive for Business, a Microsoft service used for file storage and sharing with other UW users. It is designed for enterprise customers and a Business Associates Agreement (BAA) is in place, meeting UW Tacoma’s security requirements for HIPAA, FERPA and protected data. UW OneDrive for Business is not the same as the OneDrive service offered by Microsoft to individual users. All current UW students, faculty, and staff are automatically eligible to use UW OneDrive for Business.

UW Google Drive

Google Drive is a great collaboration space for those who utilize UW Google Drive. Google Drive allows for easy sharing of documents between UW users. It is designed for enterprise customers and a Business Associates Agreement (BAA) is in place, meeting UW Tacoma’s security requirements for FERPA and protected data. Google Drive is NOT HIPAA compliant. All current UW students, faculty, and staff are automatically eligible to use UW OneDrive for Business.

Please be aware that as of 8/29/23, Shared NetIDs will no longer be allowed to access Google Workspace applications, including Google Drive. Ongoing changes to the UW Google platform may further limit the services available to UW members. For more information, please visit the UW Google Changes Project.

File Sharing Services Matrix

This is a table showing the current File Sharing Services supported by the University of Washington and their capabilities/specifications. 
 

 

Amazon Web Services (UW sponsored)

Canvas LMS

UW Google Drive & Team Drive

Open Science Framework (OSF)

UW Onedrive for Business

UW Tacoma Home (H) and Shared (S) Drives

Sharepoint Online

Synchronous Editing

n/a 

n/a 

Yes 

n/a 

Yes in Word, Excel, & PowerPoint Web Apps. 

n/a 

Yes

Cloud-based

Yes 

n/a 

Yes 

Yes 

Yes 

n/a 

Yes

Data Security

HIPAA* & FERPA Compliant with configuration 

HIPAA Non-Compliant; FERPA Compliant 

HIPAA Non-Compliant; FERPA Compliant 

HIPAA* & FERPA Non-Compliant 

HIPAA* & FERPA Compliant 

HIPAA* & FERPA Compliant 

HIPAA* & FERPA Compliant 

Storage

Unlimited (w/ costs) 

1 GB 

100 GB 

Unlimited  

5 TB 

H: drive: 25 GB** 

S: drive: 200 GB per department*** 

25TB

Off Campus Availability

Yes 

Yes 

Yes 

Yes  

Yes  

Via RFA or Remote Desktop 

Yes

Self Service Access Control

Yes 

Yes 

Yes 

Yes 

Yes 

n/a 

Yes

Eligibility

Faculty, Staff, Researchers, Clinicians 

Faculty and the students taking their classes. Staff can request a course site as well 

Faculty, Staff, Students, Researchers, Clinicians 

Faculty, Staff, Researchers, Clinicians, UW affiliates 

Faculty, Staff, Students, Researchers, Clinicians. Accounts for shared and sponsored NetIDs available upon request 

Faculty, Staff, Students, Researchers, Clinicians 

Faculty, Staff, Students, Researchers, Clinicians. Accounts for shared and sponsored NetIDs available upon request 

 

 

* If HIPAA compliance is required, please contact Information Technology to set up your network storage.
** Upon approval, UW Tacoma IT can increase the individual H: drive storage.
*** Storage on S: is shared by entire department or College. Users need to gauge existing use of storage by their own department to determine available capacity.
 

Cloud Based Survey Tools

Cloud based survey tools like Qualtrics, Google Forms, Microsoft Forms, and SurveyMonkey have made it very easy for faculty, staff, and students to create, distribute, and analyze surveys. This also means that University data, often private or protected data, may be stored insecurely or owned by third parties.

The University of Washington has Business Associates Agreements (BAA) in place with Microsoft Forms and REDCap. REDCap BAA agreements are managed by UW Medicine IT Services. If required, the University could enter into a BAA with a preferred vendor if there is sufficient demand.

SurveyGizmo and SurveyMonkey are neither HIPAA nor FERPA compliant using the consumer licensed version. Surveys should be designed to ensure that any HIPAA, FERPA or protected data is not gathered during the survey process. Most surveys do not require strict security as the data does not contain personal information.

If departments need to use a cloud-based survey tool and are unsure of the data security or privacy risks, Information Technology will review the requirements to help select an appropriate tool.
 

Surveying Tools Matrix

The table below shows a comparison in the capabilities and specifications between University of Washington support surveying tools. 

 

 

 

UW Google Forms

UW Microsoft Forms

Qualtrics

REDCap

SurveyGizmo and SurveyMonkey

Cloud-based  

Yes 

Yes 

Yes 

n/a 

Yes 

Data Security 

HIPAA Non-Compliant; FERPA Compliant 

HIPAA* & FERPA Compliant 

HIPAA Non-Compliant; FERPA Compliant 

HIPAA Compliant**; FERPA Non-Compliant 

HIPAA & FERPA Non-Compliant 

Off Campus Availability 

Yes 

Yes 

Yes 

Yes  

Yes 

Self Service Access Control 

Yes 

Yes 

Yes 

Yes 

Yes 

Eligibility  

Faculty, Staff, Students, Researchers, Clinicians. Google Products do not support Shared NetIDs. 

Faculty, Staff, Students, Researchers, Clinicians. Accounts for shared and sponsored NetIDs available upon request. 

Faculty, Staff, Students, Researchers, Clinicians. 

Faculty, Staff, Students, Researchers, Clinicians. Accounts for shared and sponsored NetIDs available upon request. 

Not applicable. Not a UW supported tool 

Cloud Storage for Research

Hyak

Also offered is HYAK from the University of Washington. HYAK is part of the University of Washington's cyberinfrastructure plan to support world-class research in every department. HYAK is an ecosystem of high-performance compute (HPC) clusters and supporting infrastructure (e.g., data management, computational training, scientific consulting). As this is a complex solution, please visit https://hyak.uw.edu for more information.

lolo

The lolo Archive is a file-based repository appropriate for data which you rarely access but for which you want to ensure long-term safekeeping and fast, convenient retrieval. The file system works best with large files, so collections of small files should be combined into tar (or other archive format) files before transferring them to the Archive filesystem. This service is available to UW Staff, Faculty, and UW affiliated organization. This is a complex solution, so please visit this link on lolo for more information.
 

Cloud Storage of Institutional Data: Use Guidelines

UW Tacoma Information Technology offers faculty and staff multiple tools for sharing and saving work-related files, such as the H: and S: drive, Microsoft OneDrive, and Google Drive. Although OneDrive and Google Drive are endorsed as an approved sharing solution for the campus, there are some guidelines to follow to ensure the services are being used properly. Additionally, you should check with your department’s leadership to ensure they support the use of cloud storage.

When Not To Use Cloud Storage (Google Drive, Microsoft OneDrive)

Google Drive and Microsoft One Drive are both UW-approved storage providers. They both offer storage and remote sharing capability with other users in UW. While convenient, there are some items that you may want to consider storing on the S: drive. Some examples are: 

  • Files that are commonly used by others in your department, or used by others around campus
  • Files that are critical to the function of your department 


If the person who shares the file decide to depart UW Tacoma, the files located in their cloud storage will no longer be available for use. If the files are placed on the S: drive, they can continue to be used long after their departure.

What Information Can Be Saved In Cloud Storage

The University of Washington has an agreement with both Google and Microsoft that allows FERPA-protected information to be stored in these systems. Additionally, the agreement with Microsoft extends to HIPAA-protected data. The University of Washington does not have such an agreement in place with Google, so it is recommended that Google not be used to house HIPAA protected data. Certain precautions should be taken when storing this type of data in the cloud since it can be readily accessed by multiple devices, some without proper protections. For more information, please refer to the File Sharing Services matrix above.
 

How to Use Microsoft OneDrive and Google Drive Securely 

Secure all computers or devices you intend to use to access these services by: 

  • Installing virus/malware detection software that is up-to-date, with the latest definitions. 
  • Keep your operating system and software up-to-date. 
  • Password-protect your workstation or device. Log off or lock your workstation or device when stepping away. 
  • Do not sync files to a machine or device that is not issued and/or secured by UW Tacoma IT.
  • Do not store personal files in these services. - Share files with specific individuals, never with “everyone” or the “public”.
  • Be careful sending links to shared folders because they can often be forwarded to others who you did not provide access to. 
  • Remember that once a file is shared with someone and they download it to their device, they can share it with others. 
  • Remove individuals when they no longer require access to files or folders.

Records Retention in the Cloud

As a state agency, everything created both in hardcopy and electronic form is considered a record, and no record may be destroyed unless its retention period is approved by the State Records Committee. Data stored in the cloud is subject to the same retention schedule rules – please check the retention schedules to determine how long your data should be stored. Once the data has exceeded the required retention period, the record may need to be destroyed. Refer to the Destroying Records guide posted by Records Management Services.

Other Cloud Storage Providers 

If you or your department are considering the use of a cloud storage company not outlined above, it is best to consult with the Information Technology department before doing so, as there may be compliance or security related issues that would need to be addressed before initiating the purchase. A list of common storage providers can be found on the File Sharing Services Matrix above.
Note: Individuals or departments considering using Canvas should note that storage in Canvas is intended only for purposes directly related to group and coursework.

Additional Information

For more information, please also refer to the following: