Tips for Storing Information

Different types of information can have different protection needs and thus different storage requirements. This always needs to be taken into account, especially when dealing with (strictly) confidential information or data. The correct storage of information enables appropriate protective measures to be taken to protect integrity, availability and confidentiality. Here you can find guidance on the classification of information (classification).

Therefore, always follow these basic measures:

  • Sparingly disclose confidential information and personal data, both in official and private settings.
  • Check whether requests from people, service providers or applications (e.g. apps or websites) are legitimate when they ask you to disclose confidential information or data.
  • Information and files, such as photos, documents or passwords, cannot be deleted once they are circulating on the Internet, or only with considerable effort - even if such procedures are currently being worked on.
  • Be skeptical and suspicious of offers on the Internet or applications whose operation you do not know. It is rare that something is offered for free for which you would normally have to pay: you usually pay with your information, which is then marketed. You can find references to such marketing in the terms of use of the service.

  • Filing and Storage of Work-related Data

    The processing and storage of work-related information and data requires special attention. Always store work-related information exclusively on file servers at the University of Münster, this includes in particular the respective network drives and other services approved for your work (e.g. Confluence).

    The following aspects should be taken into account:

    • Discuss with your supervisors and your IVV which data may or should be stored where, in order to meet a suitable protection requirement.
    • Do not store work-related data locally on your desktop/computer/notebook, instead use the network drives provided.
      • If you work at the PCs within the University of Münster, this storage space is usually integrated as a drive, e.g. with the drive letter U:. Access from the remote workplace to the data stored there is possible e.g. via VDI (Virtual Desktop), RDP or VPN.
    • Only in exceptional cases use external storage media for work-related data, such as external hard disks, USB sticks or CD-ROMs or DVDs. Discuss such use with your responsible IVV beforehand. Ensure secure storage and encryption of the storage devices.
    • Do not use any external cloud services for work-related data ( also not Adobe Cloud or Microsoft Cloud)!

  • Filing and Storage of Student Data

    For the secure storage of data within the scope of studies, personal storage space is provided to all students. If you work on PCs within the University of Münster, this storage space is usually integrated as a drive, e.g. with the drive letter U:. Access from home to the data stored there is possible e.g. via RDP or VPN.

    The cloud storage service sciebo is also available for collaborative work and for the simple exchange and synchronization of data. Sciebo is only suitable as a primary storage location to a limited extent, however, as the recovery of accidentally deleted files can only be guaranteed for seven days. Please note the corresponding terms of use.

  • Filing and Storage of Research Data

    Since research data may have special requirements and protection needs, it is difficult to make general recommendations. If the regular storage facilities in your department are not sufficient, contact your responsible IVV or the Research Data Management of the University of Münster to find a suitable solution. Various special services are offered for storing research data.

  • Filing and Storage of Private Data

    Your own private data should also always be handled carefully and conscientiously. Always pay attention to where you store your data - you should be particularly careful with sensitive data such as passwords. Especially when using cloud services and storage providers, you should pay attention to the legitimacy and reputation of the service in use. You should also ensure that you have appropriate data backups and suitable encryption for your own data in order to protect yourself against data loss and data theft. Further information can also be found at the BSI.