Cloud Storage Policy for APU Staff

Overview

This policy aims to enhance data security, ensure compliance with data protection regulations, and improve document management and collaboration.

Key Points of the Policy

1. Authorized Cloud Storage:

   • All APU-related documents must be stored exclusively on Microsoft OneDrive and teaching materials can be on APU 's Moodle System.

2. Prohibited Services:

   • Alternative cloud storage services such as Dropbox, Google Drive, iCloud, and others are not permitted for storing APU documents.

3. Security and Access Control:

   • Microsoft OneDrive is configured to comply with APU’s security protocols, including encryption and data backup. Staff must not alter these configurations.

4. Document Management and Sharing:

   • Use Microsoft OneDrive for sharing and collaborating on documents. Ensure that shared documents have appropriate access permissions set to restrict unauthorized access.

5. Data Protection and Compliance:

   • Storing company documents on unauthorized cloud storage services can expose APU to data breaches and compliance issues. Compliance with data protection laws, including Personal Data Protection (PDP) and General Data Protection Regulation (GDPR), are mandatory.

6. Training and Support:

   • The IT department will provide training and support to help staff use Microsoft OneDrive effectively. Resources and guides will be made available.

7. Monitoring and Enforcement:

   • The IT department will monitor compliance with this policy. Violations may result in disciplinary action.

8. Exceptions:

   • Any exceptions to this policy must be approved in writing by the Technology Services Manager. Requests for exceptions should include a justification and a risk assessment.

Getting Started with Microsoft OneDrive

1. Accessing OneDrive:

   • Log in to your APU Microsoft account and navigate to OneDrive from the Office 365 dashboard.

2. Uploading Documents:

   • Click on "Upload" and select the files or folders you want to store on OneDrive.

3. Sharing Documents:

   • Right-click on the document or folder you wish to share and select "Share." Set the appropriate access permissions and share the link with your colleagues.

4. Syncing OneDrive with Your Device:

   • Download and install the OneDrive app on your device. Follow the setup instructions to sync your OneDrive files with your local device for offline access.

Frequently Asked Questions (FAQs)

Q: Why can't I use Dropbox or Google Drive?
A: Using unauthorized cloud storage services poses security risks and compliance issues. Microsoft OneDrive is configured to meet our security and compliance requirements.

Q: How do I request an exception to the policy?
A: Submit a written request to the Technology Services Manager with a justification and risk assessment for using an alternative cloud service.

Q: What happens if I violate the policy?
A: Violations may result in disciplinary action, up to and including termination of employment.

Contact Information

For any questions or support regarding this policy or using Microsoft OneDrive, please contact the IT Helpdesk at assist@apu.edu.my .