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University Systems offers a number of services and recommendations to maximize the security of your data. When starting to assess the security of your data, discuss with your manager or supervisor whether it is absolutely necessary for you to store university data. The Information Security Classification Procedures (IM7800) outlines how university data is classified, and the access restrictions that apply to these classifications.

The best protection of university data from physical loss or theft is to avoid storing it on a computer, smart phone, or USB device.

Please select one of the following options for more information about available security measures.

Secure your device

Secure your account

Avoid phishing attacks

Phishing is a common online scam designed to trick you into revealing sensitive personal information (e.g. passwords, credit card numbers, your SIN) that is then used for fraud or identity theft. Phishing typically takes the form of an email message that appears to come from a trusted organization (e.g. your bank, the university), but is actually from the identity thieves. It is intentionally difficult to tell the difference between a legitimate message and a phishing message. To learn more about how to recognize a phishing message and what to do if you suspect your account has been compromised see our Phishing features page.

Internet storage

University Systems does not recommend storing any university data on Internet storage services such as (but not limited to) Dropbox, iCloud, Google Docs, and Office Live. You may inadvertently synchronize sensitive information stored in these files. The Protection of Privacy Policy (GV0235) states that the university must comply with BC's Freedom of Information and Protection of Privacy Act (FIPPA). FIPPA requires that storage and access of personal information, which may include email addresses, contact information, or other personally identifiable details, must be stored only in Canada (FIPPA section 30.1). For further information about storing and handling data at UVic, including the classification of information, refer to the Information Security Policy (IM7800). University Systems is currently not aware of any Internet storage provider that can guarantee that your content will remain exclusively in Canada. If you choose to use an Internet storage service, you should ensure that you are not storing any personally identification information about individuals, that data is encrypted before being uploaded to the cloud using password encryption or an encryption service such as (but not limited to) Boxcryptor or Cloudfogger, that the encryption is at minimum of AES- 256 or RSA, and that the encryption keys are stored in Canada.

Adobe Creative Cloud

In 2013, Adobe Systems introduced the Adobe Creative Cloud (CC) software service as a replacement for Adobe Creative Suite.  By default, Creative Cloud synchronizes and uploads files to its USA-based server hosted on Amazon Web Services. For the reasons outlined above, the University of Victoria does not recommend using Adobe Creative Cloud as an online storage medium for collaboration.  University files should continue to be stored on departmental shares.  If you have any further questions, please contact the Computer Help Desk.

University Systems provides network storage for all active faculty, staff, and students that can be accessed from on-campus and over the Internet. This network storage is hosted solely in Canada and is the best place to store university data.