Data Storage Options and Guidelines

The Thayer and CS community has many options for where to store data.  This article lists good options and provides guidelines for their use.  It also lists options to avoid.

If you are uncertain about how to manage department or workgroup data, the sensitivity level of your data, where to store sensitive data, how to avoid surprises when team members depart, or anything else about data storage, your Computing Services team would love to consult with you.  The world is full of hazards for data.  A little preparation up front and following good practices can save a lot of grief later.

As you consider where to store data, you will need to know its sensitivity level and whether it's HIPAA-protected or not because those factors may affect where you can store it.

Recommended Data Storage Options

In general, any Thayer- or Dartmouth-provided solution for network storage is a safe option.  Thayer Computing Services recommends the following:

  • Google Drive offers great collaboration tools, is shareable with outside collaborators, and excellent flexibility.  The default My Drive location in Google Drive is good for data that doesn't need to be shared. Use a Shared drive for data that does need to be shared or persist beyond your time at Dartmouth. Please do NOT store HIPAA-protected data in Google Drive.  Google Drive does not work with our managed Linux systems.
  • ThayerFS provides a private (never visible to anyone else) place for small amounts of personal data that is accessible from our public lab computers, babylon compute servers, Linux systems run by Thayer Computing Services and Research Computing, Macs, and Windows computers. ThayerFS is NOT suitable for level 3 data.
  • Jumbo and DartFS provide inexpensive bulk storage for research labs and workgroups.  Like ThayerFS, Jumbo storage is accessible from Thayer computers and compute servers, as well as Research Computing Linux systems. Jumbo is NOT suitable for level 3 data unless you make special arrangement with Computing Services to get a special Jumbo folder that is more secure.  DartFS is NOT suitable for level 3 data.
  • Course folders allow professors to store data for students in read-only mode and folders in which students can work collaboratively as groups from lab computers, babylons, and their own personal computers.  Course folders are NOT suitable for level 3 data.

Guidelines For Use

As you select where to store data, please determine the sensitivity level of your data and whether it is HIPAA-protected or not.  Then make sure the system you choose qualifies for that level of security.

Types of data and where to store them:

  • Personal data that doesn't need to be shared with others or is shared temporarily and then not needed in the future:
    • Google Drive My Drive
    • ThayerFS home folder
  • Lab or Workgroup data:
    • Google Drive Shared Drives
    • Jumbo share
    • DartFS share
  • Data for students to use in courses:
    • Course folder
    • Canvas

Please be mindful of how much network storage you use.  These systems all have a cost to Thayer and Dartmouth.  Thayer Computing Services can help you find an archival solution for data you no longer need online but might need in the future.

Network Storage Lifecycle

Dartmouth and Thayer will delete data in ThayerFS home folders and Google Drive My Files shortly after its owner graduates, ceases employment, or loses account sponsorship.  Please plan accordingly and don't rely on data in these services persisting past peoples' departure.

Other systems are intended to be institutional resources and persist past individuals leaving.  You can delete data on these systems when it is no longer needed, and Thayer Computing Services can delete shares on Jumbo if they are no longer needed.