GCSHARE, CENTRAL DATA STORAGE PROCEDURE

Georgia College & State University (GCSU) realizes that information security is paramount in

today’s world. At the same time, access to information has become a requirement in today’s

workplace. The Division of Information Technology (IT) in coordination with the Office of the

President has made available file storage for use in situations where faculty and staff must store

sensitive information. The sensitive nature of that information mandates that procedures be in

place for the acceptable use of the storage server.

A request must be made in writing to the IT detailing the intended use as well as the nature of the

information. Once the request has been submitted to the IT, the Chief Information Officer (CIO) or

designee will approve or deny the request based upon the information provided. A separate

request must be submitted for each project so that an inventory of information can be updated in

the event of loss or intrusion.

• The GCShare storage space, once granted, shall be used solely for the purpose described

in the initial request.

• GCShare shall not be used to store personal information or documents unrelated to

University business and the purposed described in the request.

• Information stored on GCShare shall be deleted once the designated project has ended.

Notification shall be made by the user to the CIO that the project has ended. At this time,

the designated share and its associated space allocation shall be removed from GCShare.

• Upon termination of employment at GCSU, the employee’s supervisor shall request written

permission from the University’s Legal Counsel to transfer the use and registration of the

storage space to the supervisor or designee. Upon receiving permission from Legal

Counsel, documentation to that effect shall be submitted to the CIO for inclusion in the

security file associated with the share.

• Upon termination of employment at GCSU, the employee’s supervisor shall notify the CIO

in writing, and access to the share shall be restricted until such time as registration of the

share is transferred.

• It is the intent in creating GCShare that use of this service will preclude the necessity to

store sensitive information on client computers. Client computers are typically far less

secure than GCShare in many respects. Storing sensitive information on client computers

opens the possibility of not only remote access by unauthorized parties, but also loss of the

information due to theft and a host of other issues as well. Users of GCShare shall not store

sensitive information on client computers, removable media, or other digital devices.

Similarly, hardcopy documents detailing sensitive information shall be stored in a secure

and locked environment. Destruction of these documents shall be via shredder and

preferably witnessed.

• Documents, files, and data stored on GCShare shall be; to the best of the user’s

knowledge, virus free.

• All information stored on GCShare shall be obtained legally.

• Access to information stored on GCShare shall not violate local, state, or federal

regulations. Additionally access to information shall not violate this or any other GCSU

policy or procedure.