Sensitive Data Storage and Transmission

ECU users are responsible for the protection of any sensitive data in their custody. This includes electronic, print, voice or any other form in which the data is captured.

Definitions for the data classification levels detailed below can be found here.

The storage and transmission mediums listed below represent those that are currently supported by ITCS and East Carolina University. If you wish to utilize something that does not appear on the list, you should contact ITCS before doing so.

If you are looking for Generative AI approved software, please click this link to the second table below.

Data Type	HIPAA	ITPA	PCI	FERPA	HR/ Personnel	GDPR
Regulation Link	HIPAA	ITPA	PCI	FERPA	HR/ Personnel	GDPR
Data Classification Level	4	4	4	3	3	3
Personally Owned Storage	No	No	No	No	No	No
Canvas	No	No	No	Yes	No	Yes
Cloud Hosted	Data Owner and CIS Committee Approval Required.	No	Touchnet is the only University-approved solution. Any other solution must be approved by Financial Services and ITCS.	Data owner approval required.	Yes; Data owner approval required.	Data owner approval required.
Crash Plan	Yes	No	No	Data owner approval required	Data owner approval required.	Data owner approval required.
DocuSign	Yes except for mobile application.	Yes	No	Yes	Yes	Yes
Faculty 180	No	No	No	No	Yes	No
Formstack	No	Data owner approval required.	No	Data owner approval required.	Data owner approval required.	Data owner approval required.
iTunes (SODM Course Content)	No	No	No	No	No	No
MyWeb.ecu.edu (faculty)	No	No	No	No	No	No
MyWeb.ecu.edu (Students)	No	No	No	Yes; Users should cautiously control access to any uploaded content. Media consent forms required.	No	Yes; Users should cautiously control access to any uploaded content. Media consent forms required.
Exchange and Teams Office 365 Web Apps	Yes except for external collaboration.	No	No	Yes; Exchanges of confidential student information becomes part of the educational record for former and current students. Office 365 Web applications can be used for instruction, sharing and collaboration with students. PirateID authorization required and special consideration should be given to understanding permissions and how to manage access. No other types of sensitive data are allowed.	Yes; Exchanges and storage of confidential employee information becomes part of the official personnel records for former, current, and prospective employees. While the system is technically secure, employees should exercise good judgment when electing to store personnel information here. Records must be appropriately managed and adhere to the relevant records retention, privacy, and security requirements.	Yes; Exchanges of confidential student information becomes part of the educational record for former and current students. Office 365 Web applications can be used for instruction, sharing and collaboration with students. PirateID authorization required and special consideration should be given to understanding permissions and how to manage access. No other types of sensitive data are allowed.
OneDrive for Business Part of ECU Office 365 Subscription	Yes except for external collaboration.	Yes	No	Yes; Exchanges of confidential student information becomes part of the educational record for former and current students.	Yes; Exchanges and storage of confidential employee information becomes part of the official personnel records for former, current, and prospective employees. While the system is technically secure, employees should exercise good judgment when electing to store personnel information here. Records must be appropriately managed and adhere to the relevant records retention, privacy, and security requirements.	Yes; Exchanges of confidential student information becomes part of the educational record for former and current students.
Panopto	No	No	No	Yes; Media consent forms required. No copyrighted or sensitive data allowed.	Follow video guidelines. Media consent forms required. Data owner approval required.	Yes; Media consent forms required. No copyrighted or sensitive data allowed.
Piratedrive	Yes	Yes	No	Yes	Yes	Yes
Poll Everywhere	No	No	No	Yes; PirateID Authorization required	No	No
Qualtrics	No	No	No	No	No	No
REDCap	Yes with Department Chair approval and, when research is being done, IRB approval.	No	No	Yes; Data owner approval required	Yes	Yes; Data owner approval required
SharePoint Online	Yes except for external collaboration.	No	No	Yes	Yes; Data owner approval required. While the system is technically secure, employees should exercise good judgment when electing to store personnel information here. Records must be appropriately managed and adhere to the relevant records retention, privacy, and security requirements.	Yes
TeamDynamix	No	Yes	No	No	No	No
Turning technologies- Canvas LTI	No	No	No	Yes; PirateID authorization required	No	Yes; PirateID authorization required
University Encrypted Storage Device (hard drive, data file, USB)	Yes with CIS Committee approval.	Yes	No	Yes with Data Steward Approval	No	Yes
Webex	Yes, recording Webex Meetings containing PHI is strictly prohibited.	No	No	Yes; Media consent forms required. No copyrighted or sensitive data allowed.	No	No
WordPress	No	No	No	Yes; No copyrighted or sensitive data allowed.	No	Yes; No copyrighted or sensitive data allowed.
WordPress for Courses	No	No	No	Yes; Course work: faculty may have blogs limited to viewing by students in courses using ECU-hosted WordPress.	No	Yes; Course work: faculty may have blogs limited to viewing by students in courses using ECU-hosted WordPress.
Yammer	No	No	No	Yes	No	Yes
Zoom	No	No	No	Instructional Use Only	No	No

Generative AI approved software and the data classification levels approved for that software.

Data Type	HIPAA	ITPA	PCI	FERPA	HR/PERSONNEL	GDPR	Internal
Regulation Link	HIPAA	ITPA	PCI	FERPA	HR/ Personnel	GDPR	Level 2- Internal
Data Classification Level	4	4	4	3	3	3	2
Generative AI Software	No	No	No	No	No	No	No