Cybersecurity Month: Know your data storage options, protect your information

As part of this year’s focus on data storage and protection, the University of Manitoba community is encouraged to take a few simple steps to reduce risk and keep institutional, research and personal information secure
 

"Make considered decisions about where to store data for each new project; even if you have a preferred location, it may not be the best choice every time," says Janet Rothney, Research Data Management Librarian, University of Manitoba. 

Start with the UM Libraries Research Data Storage Finder tool

Before storing or sharing files, start with the UM Libraries Data Storage Finder. This handy tool open to UM faculty, staff and graduate students is essential for researchers and can help identify what available service best suits your research storage needs. Providing details like what location the data may be hosted and what considerations may apply before you store, move or share it. Using the data finder first supports better decisions about privacy, records management and information security. 

Review what is stored in OneDrive

OneDrive is a convenient place to store and collaborate on university work, but it should still be reviewed regularly. Remove duplicate, outdated or unnecessary files, and make sure sensitive information is stored only where it is appropriate and protected. 
 

Keep only what you need

Good data retention practices help reduce storage costs, improve information management and lower the risk of exposing information that no longer needs to be kept. Follow approved retention schedules and securely dispose of records when they reach the end of their required retention period. 

Be cautious with third-party services

Not every online storage, file transfer or collaboration tool is approved for university data. Before using a third-party service, confirm that it meets UM privacy, security and data management requirements. When in doubt, use approved university-supported tools or ask for guidance before uploading or sharing information. 
 

Use UM-approved storage guidance

UM provides guidance to help you choose the right place to store, share and manage university information. Review the Data Storage Guidelines for University Records and related Access and Privacy resources before storing restricted, protected or sensitive information, especially when using cloud-based or third-party services.

For more information, visit the M365 Storage Optimization FAQ and the Access and Privacy Office’s guidelines and resources page for data storage, records management and privacy guidance. 
 

Small actions make a big difference

This Cybersecurity Month, take a few minutes to use the Library data finder, review where your data is stored, clean up what you no longer need and make sure you are using the right tools for the information you handle. Protecting UM data is a shared responsibility, and every action helps strengthen our collective cybersecurity.