FAQ – Office365 Online Services at HKR

May I store personal information in the University’s Office365 cloud services?

Pursuant to the terms of the subscription license agreement entered into by Kristianstad University, there is a Data Processing Agreement (DPA) with Microsoft encompassing all cloud services in Office365. The right to store personal data in the Cloud applies only to those services where this is agreed upon and governed by the DPA with the supplier. Personal data that violates privacy/confidentiality, violations of the law, or is sensitive, may not be stored in a Cloud solution without a DPA with third parties plus that doing so has been approved for the purpose based on a risk and vulnerability analysis conducted via Kristianstad University.

How safe and secure are the Online Services at the University?

OneDrive is at least as safe and secure as the University’s local home directory.

Based on the external service in the form of Microsoft computer halls, equipment, procedures, and audits, secure operation and high availability of these systems will be achieved.

As a risk and vulnerability, the greatest functional risks associated with Office365 Online Services are related to a user ID and/or a password falling into the wrong hands or a lack of security awareness in individual users. As a user, you are responsible for your user account and password and how these are used in accordance with the University imposed liability agreement for user accounts and the Policy on Information Security guidelines regarding the storage of digital information in cloud services.

Usage of Online Services for personal matters

Usage of the University’s Online Services for personal matters is not permitted. These services may only be used within the framework of academic studies, research and other academic activities. For example, if the user has a personal OneDrive account, the information relating to studies/work at the University must be managed only in Kristianstad University’s OneDrive.

What about clearing out and deleting files?

Since it is not permissible to use the Cloud to officially archive documents, you are free to clear out and delete the files that you no longer need for your work.

Clear the storage space from time to time by deleting files that are no longer needed. Doing so will make it easier for you as a user to get an overview the material stored.

How do users access data remotely?

Data stored in OneDrive is accessible from all locations where the user has an Internet connection.

The data that is not permissible to store in HKR’s Online Services is data that is of such character that it also may not be saved on or used with a private computer.

Using OneDrive

When transferring documents to OneDrive, i.e. before information is to be moved or folders to synchronized, one must ensure that neither confidential nor sensitive information is consciously uploaded to OneDrive, unless it has been approved for the purpose based on a risk and vulnerability analysis conducted via Kristianstad University.

Synchronising

By synchronizing, OneDrive can make information accessible from multiple devices.

When you synchronize libraries or folders from OneDrive, data is stored locally on the device you synchronize to.

If folders/files are synchronised, it is important to be aware that it is the storage in the Cloud that is “Master.” If OneDrive deletes a file, the file will also be deleted on the devices (explorer) to which the file was synchronised.

Sharing documents

If OneDrive is used by someone to give others access to their documents via sharing, it is the user who keeps it in their OneDrive and who is also responsible for the content.

Version management/revision control allows traceability to be made in the changes that are made and by whom.

If sharing documents in OneDrive is done only for temporary needs, the documents should be immediately deleted afterwards.

If a collaboration via the sharing of documents is owned by HKR, one of the University’s approved cloud services must be used, i.e. OneDrive in this case. However, if it is another university/educational institution that owns the collaboration through sharing, their cloud service may be used. It is then the other university/educational institution that must ensure that the proper agreement is in place and that a risk and vulnerability analysis has been done. Only files that are for this collaboration may be stored in this cloud service.

Version history

Version history is automatically turned on.

Important to note! If a document is deleted, the underlying versions are also deleted.

Deleting files and documents

Files/documents deleted in OneDrive are moved to a first Recycle Bin where they remain accessible for 30 days and fully recoverable. They are then moved to a second Recycle Bin where they are accessible for another 60 days before the file/document is permanently completely deleted.

There is no backup in the usual sense which Kristianstad University’s IT Department provides nor can it restore files that are accidentally deleted by mistake. In exceptional cases, a case can be opened at the vendor, however for a cost, who has the possibility to restore the user’s profile within the past 14-day period.

When you as a student graduate or otherwise leave the University?

When you are no longer an active student at Kristianstad University, your user account will be disabled after 18 months from when your last course has finished, in other words you will only have the possibility to access your data on OneDrive until then.

After you have left the University, however at the latest after those 18 months, you will need to copy any of your data that you want that you’ve saved to OneDrive. Any material/data that may need to remain in the University’s files for other students or teachers should be passed on to those concerned. After 18 months, the contents of the e-mail account and the files in OneDrive will be deleted.

Student Centre Support concerning Office365

Student Centre Support (student@hkr.se) strives to provide users with the best possible user support for simple usage features.

Microsoft controls the updates that will take place within Office365’s aggregate services.

Quick-reference guides and manuals can quickly become obsolete due to changes in versions from the vendor’s side. Therefore the number of Quick-reference guides and manuals will therefore be limited to single editions, and instead the user will be directed to Microsoft’s help features.

The Student Centre or IT Department does not have access to servers, systems or users’ accounts in Office365.

The Student Centre or IT Department’s ability to provide support disappears completely when it comes to some functions such as restoring from backups or antispam management.