By understanding the importance of classification, faculty and staff can make informed decisions about how to store, share, and protect the data they work with every day. The following sections outline the three main categories—Public, Restricted, and Confidential—with examples and storage guidelines to help you apply these standards consistently.

Data Types

Data Types are defined and managed through the Enterprise Data Stewardship Policy, specifically the Data Stewardship Standards for MSU-Bozeman.

Public

All data that is not otherwised classified and may be released to the general public in a controlled manner.

Restricted

All data for which release or modification without authorization could have an adverse affect on the operations, assets, or reputation of the University.All files are assumed to be ‘restricted’ unless otherwise classified as 'public' or 'confidential'.

Confidential

All data which, if released in an uncontrolled fashion, could have substantial fiscal or legal impacts on the University.

 

Use the following table to choose the right location for the data you need to store.

Effective 12/17/2021, BOX is no longer an acceptable storage location for MSU Owned data.

Data Type
Microsoft Teams
OneDrive for Business / SharePoint
Opal
Knox
Docusign
Email
Blackmore
Budget information
Yes
Yes
Yes
No
Yes
Yes

Yes
Contracts
Yes
Yes
Yes
No
Yes
Yes

Yes
Course evaluations
Yes
Yes
Yes
No
Yes
Yes
Yes
Planning documents
Yes
Yes
Yes
No
Yes
Yes
Yes
Staff search committee notes
Yes*
Yes*
Yes
No
Yes
Yes
Yes
Student grades and records
Yes*
Yes*
No
Yes
*Yes*
No
Yes
Employee and student IDs/GIDs (even when combined with names) or initials
Yes*
Yes*
No
Yes
*Yes*
No
Yes
Bank account numbers
No
No
No
Yes
*Yes*
No
No
Drivers license numbers
No
No
No
Yes
*Yes*
No
No
Social Security numbers
No
No
No
Yes
*Yes*
No
No
Passport Visa numbers
No
No
No
Yes
*Yes*
No
No
Payroll ACH numbers
No
No
No
Yes
*Yes*
No
No
International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR) governed data
No
No
No
No
No
No
No
Research data subject to export controls
No
No
No
No
No
No
No
Credit card numbers
No
No
No
No
No
No
No

* To include these, the OneDrive/SharePoint must not have an external share and the share must be adequately controlled to least privilege, internal use only.

Should you have any questions, please reach out to your Departmental IT team if applicable or the UIT Service Desk.