I. STANDARD STATEMENT

The following tables list the cloud services and the types of data that have been approved for use
with each service at the University of Texas at San Antonio (UTSA).

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

The Office of Information Security at 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. Definitions

UT Contract
There exists an active contract with the provider either with UT System or UTSA.
Centrally Supported
University Technology Solutions (UTS) provides customer services for use; tracks and implements changes; provides integration services and coordinates maintenance.
For Students
The service is provided to UTSA students.
Data Category
The category of data intended to stored, transmitted and/or processed on the service.
HIPAA
Health Information Portability and Accountability Act. Protected Health Information (PHI) can be transmitted, stored and/or processed on the service.
FERPA
Family Educational Rights and Privacy Act.
SSN’s
Social Security Numbers.
PCI
Payment Card Industry.
ITAR
International Traffic in Arms Regulations.
IRB
Institutional Review Board.
Local Services
For comparison purposes, select services run by University Technology Solutions(UTS) and offered to campus is encouraged over cloud
services when possible.

VII. Supported Services

Table of UTSA cloud Services

Service NameUT
Contract
Centrally
Supported
For
Students
For
Staff/Faculty
Google Drive for
Education
YesYesYesNo
Microsoft OneDrive
for Business
YesYesYesYes
Box
(www.box.com)
NoNoYesYes
DropBox
(www.dropbox.com)
NoNoYesYes
Apple iCloud
(www.icloud.com)
NoNoYesYes
Qualtrics
(http://utsa.qualtrics.com)
YesYesYesYes
SharePoint
(https://utsacloud.
sharepoint.com)
YesYesNoYes
I: DrivesYesYesNoYes
S: DrivesYesYesNoYes
File Storage on
Request
YesYesNoYes
VM
Hosting on
Request
YesYesNoYes
DB Hosting on
Request
YesYesNoYes

VIII.  Data Sensitivity

Service NameData CategoryHIPAAFERPASSN'sPCIITARIRB
Google Suite for
Education
CAT IIINoYesNoNoNoNo
Microsoft OneDrive
for Business
Cat I, II, IIIYesYesYesYesNoYes
Box
(www.box.com)
CAT IIINoNoNoNoNoNo
DropBox
(www.dropbox.com)
CAT IIINoNoNoNoNoNo
Apple iCloud
(www.icloud.com)
CAT IIINoNoNoNoNoNo
Qualtrics
(http://utsa.qualtrics.com)
Cat II and III onlyNoNoNoNoNoNo
SharePoint
(https://utsacloud.
sharepoint.com)
Cat I, II, IIINoNoNoNoNoNo
I: DrivesCat I, II, IIINoYesYesYesNoYes
S: DrivesCat I, II, IIINoYesYesYesNoYes
File Storage on
Request
Cat II and III onlyNoNoNoNoNoNo
VM
Hosting on
Request
Cat II and III onlyNoNoNoNoNoNo
DB Hosting on
Request
Cat II and III onlyNoNoNoNoNoNo

There is no university contract in place for Box, DropBox or Apple iCloud.  UTSA employees are not allowed to store or process Category I or II on those services.  It 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.  It may be possible to store Category I data on Local DB hosting e if appropriate security is implemented in accordance with UTS and OIS guidance.

IX.  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.

X.  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 OIS, 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.  UTSA employees are required to comply with both institutional rules and regulations and applicable UT System rules and regulations. In addition to university and UT System rules and regulations, UTSA employees are required to comply with state laws and regulations.

 

Title: OIS 50- Standard for Cloud Services (Matrix)
Effective Date: 1/22/2018
Last Reviewed: 1/22/2018