G Suite Information Storage Policy | Pepperdine University | Pepperdine Community

G Suite Information Storage Policy

Overview

You are personally responsible for how you share University information you place in Pepperdine Google Drive and Apps. You should not use personal Google accounts to do University work.

What kind of information is allowed on Google Apps?

At Pepperdine information is classified in three different categories Public, Confidential, and Restricted information. It is important to know the differences among these categories in order to know what can and cannot be placed in Google Apps. (To read more on classifications of information in Pepperdine's policy, please visit:)

Information Classification

Information is classified in order to apply the necessary precautions to protect that data from being share or lost, thus ensuring the integrity of the University. 

Classification Examples
Public
  • Maps
  • Directory information
    • Email addresses
    • Campus wide ID
    • Course catalog
    • Event notices
Confidential
  • Email messages
  • Business records
  • Educational records
Restricted
  • Unencrypted Passwords
  • Social security numbers
  • Credit card numbers
  • Health records

 

What can you put in Google Apps?

Information Policy Grid

Google App Service:

Classified as

Public

Classified as

Confidential

Classified as

Restricted

Drive & Docs Allowed Permitted with user and specified group access only Forbidden
Email/Gmail Allowed Permitted with user and specified group access only Forbidden
Sites Allowed Permitted with user and specified group access only Forbidden

Summary: Never put information classified as Restricted into Google Apps. Information classified as Confidential is permitted if it is only shared with persons who need to know the information and is password protected for its users and groups.

How to secure confidential information in Google Drive?

Google Drive (Drive) allows you to create documents, presentations, and forms as well as store items such as .jpeg, .pdf, and audio or video files. Google Drive also offers your a few sharing options for your content in your Drive. Knowing these sharing options is important to protecting the content in your Drive and important to appropriately sharing confidential information with your colleagues while preserving trust in the University.

Sharing options appropriate for confidential information in Drive

By default, all documents or files saved in Drive are private to your NetworkID only. When you click the "Share" button, you have several choices on how can share your file or document.

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