Storing restricted data in UBbox? Here's what you need to know

Your data steward is the designated person who ensures that restricted data is only accessible by authorized individuals. They'll also ensure that anyone with access to that data can only use it for its intended purpose.

Additional responsibilities of the data steward include:

• Ensuring the proper technical configuration of any secure folders
• Auditing and monitoring access to restricted data
• Immediately reporting any suspected breach or other suspicious activity to IT; and
• Reconfirming the need to restricted data storage annually

The data steward is also required to participate in a training on restricted data.

Once you've chosen your data steward, you can request a restricted data folder through UBIT. The request will need to be approved by UB’s Information Security Officer, and possibly other security/privacy officials as appropriate.

Different rules apply to restricted data. For instance, you can’t access and edit restricted data in all the same ways you can access and edit other data. Third-party apps like Microsoft Online Tools and Google Docs/Sheets cannot be used, nor can you access restricted data from your personal devices.

The data steward will receive email alerts when someone is invited to collaborate on a restricted data folder or tries to download anything from it. In the event of a suspected breach of information, the data steward should contact the Information Security Office immediately.

The UBIT Help Center can answer questions about data security and UBbox. Just contact them by phone at 716-645-3542, or online at buffalo.edu/ubit/help.