Faculty and Staff files are one of the most important assets at the University of Texas. Therefore, it is vital that appropriate measures are in-place to ensure that customer data is safe from computer failure, loss, and theft.

• LAITS is not responsible for customer data

• Our interactions with customer data are designed to minimize risk

• LAITS utilizes UTBackup as an intermediary service to ensure all relevant files are transferred

• UTBox or other approved Cloud Services are recommended for document storage

• LAITS recommends a combination methods to ensure that data is as secure as possible.

Procedures for Data Management

Storing Files in UTBox

UTBox is a campus-wide service that allows faculty, staff, and students at the University of Texas at Austin to use Box cloud-based file sharing for business and academic purposes. It is run by the UT Information Security Office (ITS). 

Files stored in UT Box are automatically synced between computers and the Box Cloud service. Therefore, if a computer were to be broken, lost, or stolen, the files will remain available. 

If you prefer to use a different cloud service, please see the Information Security Office (ISO) guide to the types of approved data for each service. 

note

Note: LAITS does not have access to files stored within individual staff Box folders.

Management Policy:

LAITS and others at the university cannot access files in your personal UT Box unless you have explicitly shared them with us. 

Each supported department has a shared UT Box folder

• UTBox can be accessed via https://utexas.box.com 

• UT Box help page

• Service Information

Backing up files with UTBackup

If you do not store your files in Box, UTBackup - a free enterprise-level service, run by central ITS, provides an automated end-point backup solution for the UT Austin campus.

LAITS configures UTBackup (Crashplan) on every computer with the following default settings.

• UTBackup Essential Information

• Managing Your UTBackup

• Service Information

Management Policy:

• Devices are deactivated after 6 months of no server contact

• Deactivated device data is retained for 60 days in cold storage, then deleted

• Users are deactivated if not associated with an active device

Notes about backups:

• Additional folders can be added or excluded upon request

• Each person is responsible for ensuring that their backups continue, LAITS does not monitor backup status after the initial configuration

• Backups are only configured on EID login accounts; files stored on an alternate account (such as a local admin) will not be backed-up

Transferring Data

When it is necessary to move data from one computer to another, LAITS uses the UTBackup service to facilitate the transfer. This ensures that the set of moved files exactly matches the original.

Notes on Data Transfers:

• UTBackup targets the individual user profile, therefore files/data on alternate user profile (such as a local administrator) will not be transferred 

• LAITS will inquire about other storage locations, but cannot guarantee that all files will be found

• Replaced computers (if viable) are stored for 7 days before they are wiped and re-purposed. Missing files will not be retrievable after that time