Cloud Storage (FAQ)

Cloud Storage FAQ

What is cloud storage?

Cloud storage is a cloud computing model that stores data on the Internet through a cloud computing provider that manages and operates data storage as a service. It is delivered on-demand with just-in-time capacity and costs.

Microsoft OneDrive and Microsoft SharePoint have been approved as Xavier’s only supported online cloud-based file storage systems.

Why would I need cloud storage?

Using a cloud-based file storage solution allows faculty, staff, and students to utilize a secure and reliable collaborative tool that provides anytime, anywhere access to your files from an internet connection. 

Cloud storage vs local storage?

At Xavier, employees have the ability to store and share files on network drives, (e.g. R:, Q:, etc.) based on their position and network access, which is managed by Information Technology.  Network drives are approved for housing internal or confidential data as defined in Xavier’s Information Classification Policy. 

Cloud-based storage supports file sharing dynamically as files can be shared with anyone that has internet access.  Xavier’s Cloud Storage Policy addresses this type of storage for internal ​and confidential data and has identified that Microsoft’s OneDrive ​and SharePoint ​are the only approved cloud storage system​s.

All other cloud-based storage services that are not approved by the University (GoogleDocs, DropBox, Box, etc.) do not meet the university’s requirements for security and privacy and should not be utilized as storage for confidential data.

The bottom line, the Cloud Storage policy only applies to internal and confidential data that you want to store in the cloud.

Why can’t I use whatever cloud-based storage system I want?

Microsoft OneDrive and SharePoint meet the university’s requirements for security, privacy and record retention.  Other cloud-based storage services not approved by Xavier (GoogleDocs, DropBox, Box, etc.) do not meet the university’s requirements and should not be utilized.  Xavier’s Cloud Storage policy states that faculty, staff or students will assume responsibility and be held personally liable for any data breach, policy or legal violation that results from utilizing cloud-based file storage providers not approved by the University.

How do I know if my information is Confidential and Internal Use data that must be stored in OneDrive or SharePoint?

Confidential and Internal Use data is defined in Xavier’s Information Classification Policy.

A good rule of thumb would be to ask yourself this question: “If you have a document, and that document is stolen, would it expose Xavier data or student FERPA data that could put Xavier at risk or weaken Xavier’s competitive advantage?  Would it pose a security risk to Xavier or cause reputational harm if the information contained in the document was exposed to those outside of Xavier? If the answer to either of those questions is yes, then that document should be stored in OneDrive or SharePoint.” 

What is OneDrive?

OneDrive provides 1TB of free cloud storage space and an easy means of collaborative document sharing with colleagues within or outside of Xavier. 

While OneDrive can be used to share data with individuals, you should be mindful of information sharing.  Do not share information with individuals that should not have access to it.  Data in OneDrive is for Xavier use, this data becomes inaccessible once an individual has left the university.  People are encouraged to use Sharepoint sites, or R:\ department network shares for department information that needs to be preserved.  Per Xavier’s Cloud Storage Policy, personally provisioned cloud storage solutions (Dropbox. Google Drive, Box, etc) should not be used for storing Xavier data. 

How do I install OneDrive Client on my computer?

Xavier machines assigned after the Summer of 2023 have the One Drive Client already installed on the base image.  Directions for installing the OneDrive client can be found here.

How do I access OneDrive?

To access OneDrive using a web browser: 

1. Go to https://mail.xavier.edu
2. Log in using your Xavier credentials.
3. Click in the upper-left corner on the waffle icon, and then click the OneDrive.

Can I use OneDrive with Canvas?

Beginning with the 2023 Spring semester, OneDrive will be the only cloud storage system available within Canvas.

What product should I use for online collaboration?

Microsoft 365 offers a number of remote collaboration tools, including SharePoint, OneDrive, and more. A Microsoft 365 subscription lets you collaborate remotely with almost anyone who has a computer. Microsoft also has a communication app called Teams that lets you chat and share files instantly.

SharePoint is a web-based collaborative platform that integrates natively with Microsoft Office.  SharePoint can be used to create websites, lists and workflows.  You can use it as a secure place to store, organize, share and access information from any device. 

Where can I get additional information?

Xavier’s support page for OneDrive and SharePoint use is www.xavier.edu/cloudstorage