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G-23-2 Technology Resources

Updated: 6/7/2023

Policy Overview: COCC technology resources used for college business require stewardship. These resources include, but are not limited to: College owned PCs, servers, network storage, network bandwidth, wireless services and classroom technologies. This policy establishes guidelines pertaining to the proper use of COCC network technology resources available to COCC employees. Any device that connects to COCC's network infrastructure is governed by this policy.

Policy Information

This policy outlines the appropriate use of both cloud-based and network storage technology and the resources available to college employees.

  1. Personal Responsibility: Employees are responsible for managing their data storage needs. Employees may only maintain COCC business-related files on COCC-managed resources, such as the employee “My Documents” and Department folders as well as OneDrive, Teams and SharePoint.
    1. This policy is associated with the ITS Acceptable Use Policy, G-22-0 Acceptable Use of Information Technology Resources, governing the proper use of COCC technology resources.

 

  1. Acceptable Storage:There are several types of storage available at COCC and each has specific advantages and restrictions:

    1. My Documents – each COCC employee is assigned a “My Documents” folder. The intent of this individual storage allows the following types of work to be stored:
      1. COCC business-related documents that are pertinent to an individual's specific job.
      2. Confidential documentation related to an individual's specific job that does not require collaboration or need to be shared with a larger group.
    1. Network “N: Drive” Department and Group Folder Storage – these folders are provided to share departmental information and information that may need to be shared across departments as part of a committee, workgroup or other collaborative effort. The intent of these network storage areas allows the following types of work to be stored:
      1. COCC business-related documents that are shared across the department
      2. Instructional or Course materials that are related to department curriculum and courses
      3. Process and procedural documentations relevant to the department
  1. OneDrive, Teams and SharePoint Cloud Storage - through our partnership with Microsoft, the college provides OneDrive, Teams and SharePoint cloud storage that can be accessed using your COCC username and password. Cloud storage is for the following types of work when working or collaborating remotely for a period of time:
      1. COCC business-related documents that are pertinent to an individual's specific job and that do not contain confidential, proprietary or personally identifiable information.
      2. COCC business-related documents that are shared across the department and that do not contain confidential, proprietary or personally identifiable information.
      3. Instructional or Course materials that are related to department curriculum and courses and that do not contain confidential, proprietary or personally identifiable information.
      4. Process and procedural documentations relevant to the department and that do not contain confidential, proprietary or personally identifiable information.

 

While COCC recommends that employees use OneDrive, Teams and SharePoint when cloud storage is required, we strongly discourage using cloud storage to store original documents, documents that you or the college considers business-critical, or any document that may contain PII, FERPA, or HIPAA information.

 

  1. Unacceptable Storage: Documents not approved to be stored on COCC technology resources include:
    1. Personal documents including photos, music, and video files
    2. Any documents not related to college business and/or your job at COCC.

 

  1. Network Storage Management includes:
    1. Storage Capacity: COCC provides a limited amount of network storage to all COCC employees and departments. Storage resources will be allocated, monitored and managed for My Documents and N: Drive Department folders for employees and departments to ensure that storage remains within total available resources. See file storage management.
    2. Backup Protection: COCC routinely makes back-up copies of the contents of the N: drive Department folders and individual My Documents folders per allocated storage guidelines - See 4d for link to guidelines
    3. Technical Assistance: COCC ITS department will work with individuals and departments to assist in network storage management as needed. The General Policy Manual and ITS website pages provide guidelines and help documents to aid end users and departments. If you cannot find what you are looking for, an ITS helpdesk ticket may be created from the Employee Login page.
    4. Security Guidelines: Departments and individuals are responsible for understanding and following guidelines that ensure secure storage of protected student, college and donor information. These guidelines are available on the ITS security website located at Information Security.