Handling University Data in Microsoft 365

Microsoft 365 offers a secure cloud platform for storing and collaborating on university data. Files should be saved in approved locations like OneDrive for Business or SharePoint to ensure security and compliance. Manage access controls carefully and share sensitive information only with authorized people. Staff and students must follow TRU’s data governance policies to protect privacy and avoid unauthorized disclosures.

Data Governance: Privacy and Classification Standards

To maintain appropriate safeguards, all university data must be classified according to its sensitivity and regulatory requirements. The following definitions apply:

• Public: Data designed for unrestricted public viewing, such as released research findings, course listings, or event notifications. This type of information can be freely distributed without causing harm to any person or to TRU.
• Internal: This information is for internal university use; unauthorized sharing could disrupt operations or harm TRU’s reputation.
• Confidential: Confidential university data intended solely for authorized users. Exposure or misuse of this information can result in damage to the institution’s reputation, breach of legal obligations, or violation of university policies. Examples include, but mot limited to:
  • Academic records, including grades, transcripts, and student identification numbers.
  • Personnel documents such as faculty evaluations and tenure review materials.
  • Internal financial statements and budget planning documents.
  • Unpublished research data generated within the university.
  • Legal agreements, contracts, and related documentation.
  • Grant applications and proposals not yet released to the public.
  • Personal information as defined in Freedom of Information and Protection of Privacy Act (FIPPA)
  • Privileged Information

Data Classification

Proper classification helps ensure the right level of protection is applied to each type of data, minimizing risks and supporting compliance with privacy regulations.