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 II & III Only No No No No No No
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 II & III Only No No No No No No
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 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 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 II & III Only No No No No No No

 

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 II & III Only No No No No No No

 

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.

2 It 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.

______________________________________________________________________________

Effective Date: 1/22/2018

Last Revised: 1/22/2018

Last Reviewed: 1/22/2018