We recognize that Google Drive has quickly become a popular way to store and share files at Simmons, and that the widespread adoption of this tool can make it difficult to keep track of what files you’ve uploaded and with whom you’ve shared them.
To help keep our data safe, Simmons Technology will deploy a solution called CloudLock to monitor sensitive data in Google Drive beginning November 15th. While Google Drive meets our security requirements and is FERPA compliant, there are certain kinds of data that should not be stored there, including credit card numbers, Social Security numbers, and student financial information. Many members of the Simmons community also access Google Drive on various mobile devices from non-Simmons WiFi networks, which increases the possibility of sensitive data being made available outside the Simmons network.
That’s where CloudLock comes in. It programmatically identifies certain data that appear to match these types of sensitive information, and if found, alerts you by email. This automated process does not require Technology staff to view or monitor files in Google Drive, and it directly alerts you to the presence of any sensitive data so that you can remove it.
Prior to the rollout of CloudLock, we will send an email to all faculty and staff detailing how you will be notified and what action you can take to remove sensitive data. In the meantime, if you have questions about CloudLock or keeping your Google Drive files compliant, please contact David Bruce, Director of Infrastructure & Online Services.
