Risks and Considerations of Cloud Services

 

 APPROVED SERVICES

This table indicates which data categories (PublishedControlled, and Confidential) are allowed on a selection of common IT services.

Published Data -----> Generally Low Risk
Controlled Data ----->  Generally Presents a Moderate Risk
Confidential Data -----> Can be High to Very High Risk Depending on the Type of Data and the Compliance Framework it Falls Under

For more information on data classification, please see UT's Data Classification Standard.

The cloud services below have color coded checkboxes below to help you know which types of university data is authorized to be used.

Cloud Collaboration Services
Published
Controlled
Confidential

HIPAA1

FERPA
SSNs

PCI2

ITAR6

IRB

Cisco Spark/Webex Teams

Instant Messaging: Skype for Business4

Slack (slack.com)3

Microsoft 365 Platform

Zoom

Panopto

Canvas


Cloud Document Services

Apple iCloud (icloud.com)5

Google Suite for Education (utmail.utexas.edu)4

Docusign (docusign.utexas.edu)

Smartsheet


Cloud Email Services

Apple iCloud (icloud.com)5

Email: UTmail4

Email: UT Outlook 3654


Cloud Infrastructure Services (IaaS)

Cloud Infrastructure: Amazon (AWS)MS Azure4


Cloud Storage Services

Apple iCloud (icloud.com)5

Box (utexas.box.com)

DropBox (www.dropbox.com)5

Google Suite for Education (utmail.utexas.edu)4

Microsoft 365 Platform4

Code42/Crashplan (https://www.crashplan.com/)


Cloud Survey Services

Qualtrics

Microsoft 365 Platform


Cloud Web Hosting Services

Content Management: UT Drupal Kit - ManagedPantheon Web Hosting (Drupal, WordPress, etc.)


Cloud Workflow Platforms

ServiceNow

Salesforce

Notes on Cloud Services
 

1 HIPAA data has special regulatory requirements; read this for more info.

2 Payment Card Industry (PCI) data has special regulatory requirements; read this for more info.

3 No enterprise contract currently; each department must go through the Contracts Office for their own contract with a FERPA agreement.

4 Authorized usage is limited to services provided under the ITS-managed vendor contract to remain compliant. Any use of the standard consumer-grade offerings of these products is not approved. Also, depending on the associated university data for certain cloud infrastructure it may be necessary to implement additional security monitoring. Please consult with the Information Security Officer to determine if monitoring is needed and to understand how we can assist you.

5  As there is no university contract in place for this vendor, no usage involving protected or restricted university data
is permitted. Use of this vendor product with Confidential data is a violation of Section 2 of the IRUSP.

6 It may be possible to store ITAR protected data if properly encrypted prior to being uploaded, but faculty should
consult with the Information Security Office to determine if there are any other issues or concerns.

 
 

Local Services

For comparison purposes, select services run by ITS and offered to campus are listed below with the types of data that are approved for use with each. Use of locally hosted services is encouraged over cloud services when possible. This table is not intended to be a comprehensive list of all ITS offered services.
Local Service
Published
Controlled
Confidential

HIPAA1

FERPA
SSNs

PCI2

ITAR
IRB

Database Hosting: ITS-Supported MySQLSQLServerOracle

3

File Storage: Austin Disk

3

UT Wikis

UTBackup(On Premise and Cloud)

Virtual Servers (UT VMG)

3

REDCap (instance maintained by VP Research)

REDCap (instance maintained by Dell Medical School)

On Premise GitHub

3

Notes on Local Services
 

1 HIPAA data has special regulatory requirements; read this for more info.

2 Payment Card Industry (PCI) data has special regulatory requirements; read this for more info.

3 It may be possible to store ITAR protected data if properly encrypted prior to being uploaded, but faculty should
consult with the Information Security Office to determine if there are any other issues or concerns.

Security Review for New Services

 

Departments evaluating the purchase and/or use of a cloud service not covered on this page with any Confidential university data must request a security review of that service by sending a written description of the proposed implementation to the Information Security Office. During service selection, departments should inform vendors that security testing (either performed by the Information Security Office or a qualified third party to the vendor) is mandatory for the university purchasing process.

Non-Compliance and Exceptions

If, for any purpose, a non-approved cloud service is used with any Confidential university data, an Exception Process must be initiated that includes reporting the non-compliance to the Information Security Office, along with a plan for risk assessment and management. (See Security Exception Report) Non-compliance with these standards may result in revocation of system or network access, notification of supervisors, and reporting to the Office of Internal Audit.

University of Texas at Austin employees are required to comply with institutional rules and regulations, applicable UT System rules and regulations, state laws and regulations, and federal laws and regulations.

Related UT Austin Policies

The policies and practices listed here inform the system hardening procedures described in this document and with which you should be familiar. (This is not an all-inclusive list of policies and procedures that affect information technology resources.)