Data storage guide for students

This guide tells you where and how to process, store, process and share information.

Published 12. Jan. 2022. Updated on 24. Oct. 2022

Secure storage for students

As a student, it is important to focus on the security of the information you collect, process and store. It's about:

ensuring access only to those who need it
ensuring that only those who should be able to change the information has the means to.
ensuring that the information is available when needed.

For most students, tools like Nettskjema, UiS OneDrive account and the Office suite (with a UiS account) are sufficient tools for their studies and assignments.

This guide is related to classification of information at UiS. The classification of information you are going to collect or manage will decide which tools you can use. Below, you can see which tools can be used based on which classification they are approved for. This student storage guide contains the most relevant tools for students. Contact IT-hjelp@uis.no if you have a need beyond what is covered in this page.

The guide is divided into the following categories:

General storage tools
Data collection tools
Tools for treating or managing data
Data sharing tools

There are some notes related to the usage of some of the mentioned tools or software. Read these under each category if it affects your classification level.

General storage tools

Classification:
Private machine (local disk)	Yes	Yes, if 1*	No	No
Flash drive / external hard drive	Yes	No	No	No
Encrypted flash drive / hard drive	Yes	Yes	Yes, if *2	No
UiS OneDrive account	Yes	Yes	Yes	No
Privat OneDrive konto	Yes	No	No	No


1 * As a general rule, yellow data should not be processed on a private machine. Some use is nevertheless permitted provided that you follow the guidelines for the use of a private machine.
2 * Red data should not be downloaded or retrieved to the home area (local disk) or other storage locations that cannot store red data.

Notes for general data storage

Data collection tools

Classification:
Nettskjema spørreskjema	Yes	Yes	Yes, if *3	No
Nettskjema diktafon-app	Yes	Yes	Yes, if *4	No
SurveyXact	Yes	Yes	Yes, if *5	No
Microsoft Forms	Yes	Yes, if *6	No	No
Google Forms	Yes	No	No	No
Zoom til lydopptak av intervju	Yes	Yes	Yes, if *7	No


3 * Red data should not be downloaded or retrieved to the home area or other storage locations that cannot store red data. Remember to delete data with personal information after it has served its explicit and described purpose.
4 * Audio recordings should be played directly in Nettskjema or another suitable program that is approved for storing of your data, e.g. Nvivo. If you use Nvivo, it is important to note that only yellow data is allowed.
5 * To collect red data in SurveyXact, you must enable 2-factor authentication when logging in.
6 * Microsoft Forms can be used if you use your UiS office account for data collection. Remember to delete the data when its purpose is served.
7 * Zoom can be used to perform audio recording via Nettskjema dictaphone app. It is not allowed to make video recordings in Zoom of interview. See this guide for audio recordings in zoom. It is important that stavanger.zoom.us is used.

Notes for data collection tools

Tools for treating or managing data

Classification:
Office suite	Yes	Yes, *8	Yes, if *8	No
Nvivo	Yes	Yes, *9	Yes, if *11	No
SurveyXact	Yes	Yes	Yes, if *10	No


8 * Use your UiS office365 account. Red data must be encrypted during storage. Use e.g. 7-zip or VeraCrypt. Red data should not be downloaded or retrieved to the home area or other storage locations that cannot store red data. The online version of office should not be used for red data.
9 * Storage on a local disk can be done provided that you follow the guidelines for using a private machine. We recommend using your UiS OneDrive storage account to secure your backup. If you use OneDrive, automatic synchronization must be turned off - otherwise it will corrupt your project file.
10 * To collect red data in SurveyXact, you must enable 2-factor authentication when logging in.
11 * Red data can be processed in Nvivo as long as the project file is stored on an encrypted external hard drive/memory stick. Red data is not to be stored on your local drive or other storage areas that are not suitable for red data.

Notes for treating or managing data

Data sharing tools

Classification:
Office-suite	Yes	Yes	No	No
UiS OneDrive account	Yes	Yes	Yes, if *12	No
UiS e-mail	Yes	Yes	Yes, if *13	No
Private e-mail	Yes	No	No	No
Uninett Filesender	Yes	Yes	Yes, if *14	No


11 * Use your UiS office365 account. From here you can also share with other UiS users.
12 * A UiS Onedrive account can be used to share documents with other users who also have a UiS OneDrive account. Find the document in OneDrive, right-click and select "share". Remove shared access when it is no longer needed. Red data must be encrypted before sharing. Passwords must be sent through a separate channel.
13 * Do not use the outlook app (this will store data locally), use outlook.com. E-mails with red data can be sent internally between UiS users if "confidential" sensitivity label is set. If emails with red data are to be sent to external recipients, the content must be encrypted before sending. Encryption should be done with AES 256/128 bit or better encryption. Such e-mails must NOT be synchronized to a private laptop, mobile phone or forwarded to a private e-mail. For larger files it is recommended that you use Uninett Filesender.
14 * Uninett Filesender is recommended for sending larger files. If Filesender is used, red data must not be downloaded or retrieved to the home area or other storage locations that are not compatible with storing red data securely.

Merknader til deling

If you have not found an answer to your question, you can contact IT-hjelp@uis.no