Primary Recommendations

These file storage methods are recommended and supported by WPI Information Technology (IT).

Coming Soon! Sensitive Data Labeling
In the near future, IT will begin onboarding and training departments that need to use Sensitive Data Labeling. If your department is not yet using this, there is no expectation that you follow the instructions just yet. IT will assist when it applies to your department.
  • Restricted Use Data and Confidential Data are defined in the Action View Data Classification Policy.
  • Regardless of storage area, sensitive data must be labeled per the WPI Sensitive Data Labelling Plan (Related Article).
  • For additional information and instructions, please refer to the Related Items and Articles.
LocationUsageQuota/CreationAccessBackup
OneDrive (Individual)Can share within and outside of WPI; sharing of documents with a sensitivity label outside of WPI requires additional steps, (Related Article) 1 TB (15 GB max per file); automatically available with O365 accessportal.office.com; WPI credentialsCloud storage maintained by Microsoft (90 days); deleted items recovery within 30 days 
SharePoint (SharePoint, Teams, Outlook Groups) Can share within and outside of WPI (depending upon site permissions)25 TB; created per requestportal.office.com; WPI credentialsCloud storage maintained by Microsoft (90 days); deleted items recovery within 30 days 
Network Share BusinessShared network storage space for WPI departments, working groups, committees, etc.Varies per department need; share and permissions created upon requestMap share to unused drive;WPI credentials; Remote access requires VPNOn-premise storage maintained by IT; File recovery from backup by request
Network Share for Research and Academic DataShared network storage space for WPI research and academic data including data generated by instruments, computational data, data mining and data sciencesVaries per need; share and permissions created upon faculty request Map share to unused drive; WPI credentials; Remote access requires VPNOn-premise storage maintained by IT; File recovery from backup by request

Secondary Options

These methods can be used by individuals, and guidance may be available from IT support, but they are not backed up by IT and not recommended as primary storage.

  • Computer hard drive: Ideal for temporary storage prior to saving to recommended locations above, such as saving email attachments and downloading files. Manual backup is required.  
  • Removable storage: USB flash drives, external hard drives, DVDs, etc. are useful for extra copies of files and for file transfer. They are not recommended for primary storage because of  susceptibility to damage, theft and loss.

Not Recommended for Data Storage

These methods have insufficient security for storing regulated data. Support for file retention and integrity varies per provider.

  • Email: Sharing of FERPA/HIPAA regulated documents is allowed as long as they have a sensitivity label, since encryption is automatically applied.c
  • Non WPI Cloud Service: Files stored in Box, Dropbox, Google Docs, iCloud, etc. are unacceptable for WPI institutional data and funded research.