Best Practices: Digital Document Storage

• UGA EITS policies, standards, and guidelines

Digital Document Management

1. Evaluate the types of digital data that are being stored within your department/unit.

2. Identify the data classification of the digital data.

3. Establish consistent folder and file naming conventions.

4. Establish security measures for digital documents including sensitive or restrictive data.

5. Manage secure sharing of sensitive or restrictive data by using Sendfiles for transmission of sensitive or restrictive data.

6. Develop/implement data security policies that outline who has access and permission to open different document types. Review this access annually at a minimum.

7. Integrate MyID for authentication for accessing sensitive and restricted data.

8. When using cloud solutions, like OneDrive for Business, encrypting your files before uploading them will ensure the confidentiality and integrity of your data.

9. Ensure USG Records Retention policies are followed.

10. Identify a plan for data recovery.

• These practices ensure accurate digital document management and follow policies established by the central IT Department of UGA (EITS) for maintaining security of digital documents, which includes data access, security and protection.

• A Unit, working with its IT team and Unit leadership, reviews and establishes data security policies for the Unit that address the areas identified above. These policies should be written and communicated to employees within the Unit, and re-communicated on a regular basis, as well as posted in an accessible area (i.e., School website, intranet, etc).

• Data Classification and Protection Standard

• Data Access Policy

• Encryption Guidelines

• Protect Your Data

• Recommendations for Business Continuity Planning and Disaster Recovery Planning

• Records Retention Schedules

Contributed by Sarah Fraker and Shelly Terrazas