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Storage guide

What data can be stored where?

Poster storage guide flowchart
Photo:
UiB

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All information you process and share has different needs for security and protection, depending on how valuable or confidential it is. At UiB, we classify information into four categories that are also displayed with colors:

  • Open (green) is used for information that can be available for everyone. Examples: A web page, study materials, published research data, e-mails or letters.
  • Limited (yellow) is used for information that can be available for both external and internal recipients, but requires authentication. Examples: Work documents, student papers, research data and -reports without sensitive personal data, e-mails with internal information.
  • Confidential (red) is used for information that can be available, but requiring strict control of access. Examples: Some strategy documents, sensitive personal data, health information, exams not yet given, research data and -reports containing sensitive personal information.
  • Strictly confidential (black) is used for information that requires very strict control of access. Examples: Information about persons living on secret address or otherqise requiring special protection, very confidential research data and -reports.

Read more about the four categories in the Management System for Information Security and Privacy (only available in Norwegian).

Information must be stored in accordance with this guide, so that we ensure the necessary protection of UiB's information. Some systems or services have special prerequisites attached to them, marked with a footnote in the tables.

Physical storage media 

 

OPEN 

LIMITEDCONFIDENTIALSTRIGHTLY
CONFIDENTIAL
Storage on your own PC/Mac (both UiB and private computers)  OKPrerequisites1a  Prerequisites1aNO
Minnepinne eller ekstern harddisk   OKPrerequisites1b Prerequisites1bNO

Storage services

 

OPEN 

LIMITEDCONFIDENTIALSTRIGHTLY
CONFIDENTIAL
Billy (long time storage)  OKOKPrerequisites1NO
Common area/directory  OKOKPrerequisites1NO
Home directory (Windows/Unix)OKOKPrerequisites1NO
NREC (UH-IaaS) OKOKNONO
UiB OneDrive (Microsoft 365)  OKOKPrerequisites1NO

Personal cloud service (Dropbox, Google Drive,  private OneDrive, etc.)  

OKNONONO
SAFE OKOKOKOK

E-post 

 

OPEN 

LIMITEDCONFIDENTIALSTRIGHTLY
CONFIDENTIAL
UiB's e-mail service (Outlook) OKPrerequisites2Prerequisites2NO
Private e-mail (Gmail, Hotmail, etc.) OKNONONO

Other services 

 

OPEN 

LIMITEDCONFIDENTIALSTRIGHTLY
CONFIDENTIAL
CIM  OKOKOKNO
Digiforms OKOKOKNO
ePhorteOKOKOKOK
Common Student System (Felles studentsystem, FS)OKOKNONO
GitLab OKPrerequisites1cNONO
Self service portal (DFØ) OKOKOKNO
Inspera AssessmentOKOKNONO
Kaltura - video service OKOKNONO
Mitt UiB (Canvas)  OKOKNONO
SharePoint Online 
(Project portalOppgaveseminar, etc.)  
OKOKPrerequisites1NO
Secure video OKOKOKNO
Skjemaker OKOKNONO
TeamsOKOKPrerequisites1NO
Uib.noOKNONONO
UiBhjelp (hjelp.uib.no)OKOKNONO
Wikis (open)OKNEINONO
Wikis (with authentication)OKOKNONO
Zoom (recording of video meeting)OKOKNONO

 

  1. May be used if the following security measures are taken: Classification and then encryption of information requiring this.  

    a. For storage on PC/Mac: Some PCs/Macs managed by the IT division has built-in encryption with Bitlocker (PC) or FileVault (Mac). These are approved for storing yellow data. 

    b. For memory stick/external hard disk: red data should only be stored in exceptional cases, e.g. long field assignments without network access. 

    c.  For GitLab: the project containing the data mut be set as "Private". Projects that are "Internal" or "Public" should only contain green data. 
     
  2. Avoid sending contents as text or attachment to e-mails. If you have to send yellow or red data, we recommend encrypting a document and then sharing it with the recipient. (See information about Microsoft Information Protection in UiBhjelp for description of the procedure.)