STANDARD FOR CLOUD SERVICES (MATRIX) | Office of Information Security

The University of Texas at San Antonio

Office of Information Technology

Office of Information Security (OIS) Standards

OIS 50 – Standard for Cloud Services (Matrix)

I. STANDARD STATEMENT

The following tables list the cloud services and the types of data that have been approved for use with each service.

II. RATIONALE

This standard supports HOP Policy 8-12 Information Resources Use and Security Policy.

III. SCOPE

This standard applies to all UTSA faculty, staff, and students.

IV. CONTACTS

If you have any questions about OIS 50 – Standard for Cloud Services (matrix) contact the following office:

The Office of Information Security

informationsecurity@utsa.edu

V. PROCEDURES

The following tables list the cloud services and the types of data that have been approved for use with each service. In some cases, a service may be approved for use only with published (Category III) university data. Additional tables for locally provided services is also furnished.

VI. Cloud Storage Services

Cloud Storage Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
Google Drive for Education	Yes	Yes	Yes	No	CAT III Only	No	No	No	No	No	No
Microsoft OneDrive for Business	Yes	Yes	Yes	Yes	CAT I, II & III	Yes	Yes	Yes	Yes	No	Yes
Private Channels in Microsoft Teams	Yes	Yes	Yes	Yes	CAT I, II & III	Yes	Yes	Yes	Yes	No	Yes
Box ¹ (www.box.com)	No	No	Yes	Yes	CAT III Only	No	No	No	No	No	No
DropBox ¹ (www.dropbox.com)	No	No	Yes	Yes	CAT III Only	No	No	No	No	No	No
Apple iCloud ¹ (www.icloud.com)	No	No	Yes	Yes	CAT III Only	No	No	No	No	No	No


Cloud Email Services
Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
Office 365/OWA	Yes	Yes	No	Yes	CAT I, II & III	No	Yes	Yes	Yes	No	Yes
G-Suite for Education (http://my.utsa.edu)	Yes	Yes	Yes	No	CAT II & III Only	No	No	No	No	No	No

Cloud Document Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
Google Docs for Education	Yes	Yes	Yes	No	CAT III Only	No	No	No	No	No	No
Office Online (O365)	Yes	Yes	Yes	Yes	CAT I, II & III	No	Yes	Yes	Yes	No	Yes
Apple iCloud ¹ (www.icloud.com)	No	No	Yes	Yes	CAT III Only	No	No	No	No	No	No

Cloud Survey Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
Qualtrics (http://utsa.qualtrics.com)	Yes	Yes	Yes	Yes	CAT I, II & III	No	Yes	Yes	Yes	No	Yes

Cloud Collaboration Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
SharePoint (https://utsacloud. sharepoint.com)	Yes	Yes	No	Yes	CAT I, II & III	No	Yes	Yes	Yes	No	Yes

Notes on Cloud Services

¹As there is no university contract in place for Box, DropBox or Apple iCloud, no usage involving confidential or controlled university data is permitted.

VII. Local Storage Services

Local Services

For comparison purposes, select services run by the Office of Information Technology (OIT) and offered to campus are listed below with the types of data that are approved for use with each. Use of locally hosted services is encouraged over cloud services when possible. This table is not intended to be a comprehensive list of all OIT offered services.

Central Storage Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
I: Drives (\\utfile\usersx$)	Yes	Yes	No	Yes	CAT I, II & III	No	Yes	Yes	Yes	No ¹	Yes
S: Drives (\\utfile\groups)	Yes	Yes	No	Yes	CAT I, II & III	No	Yes	Yes	Yes	No ¹	Yes
File Storage on Request	Yes	Yes	No	Yes	CAT II & III Only	No	No ²	No ²	No ²	No ¹	No ²

Central Virtual Machine Hosting Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
VM Hosting on Request	Yes	Yes	No	Yes	CAT II & III Only	No	No ²	No ²	No ²	No ¹	No ²

Central Database Services

Service Name	UT Contract	Centrally Supported	For Students	For Staff/Faculty	Data Category	HIPAA	FERPA	SSNs	PCI	ITAR	IRB
DB Hosting on Request	Yes	Yes	No	Yes	CAT II & III Only	No	No ²	No ²	No	No ¹	No ²

Notes on Local Services

¹It may be possible to store ITAR protected data if properly encrypted prior to being uploaded, but faculty should consult with the Office of Information Security (OIS) to determine if there are any other issues or concerns.

²It may be possible to store Category I data within this service if appropriate security is implemented in accordance with OIT and OIS guidance.

Security Review for New Services

Departments evaluating the purchase and/or use of a cloud service not covered on this page with any confidential (Category I) university data should request a security review of the selected service by sending a written description of the proposed implementation to the Office of Information Security. During service selection, departments should inform vendors that security testing (either performed by the Office of Information Security or a qualified third party to the vendor) will be performed.

Non-Compliance and Exceptions

If, for any purpose, a non-approved cloud service is used with any confidential (Category I) university data, an Exception Process must be initiated that includes reporting the non-compliance to the Office of Information Security, along with a plan for risk assessment and management. (See Standard for Policy Exceptions and Risk Assumption) Non-compliance with these standards may result in revocation of system or network access, notification of supervisors, and reporting to the Office of Internal Audit.

University of Texas at San Antonio employees are required to comply with both institutional rules and regulations and applicable UT System rules and regulations. In addition to university and System rules and regulations, University of Texas at San Antonio employees are required to comply with state laws and regulations.

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Effective Date: 1/22/2018

Last Revised: 5/5/2020

Last Reviewed: 5/5/2020