Storage

(1) Web solutions such as kontor.oslomet.no/Microsoft 365 Copilot/OneDrive etc. can be used, but the information cannot be downloaded. 

(2) As long as the machine or information is encrypted. The information can only be stored in folders that are not synchronized with cloud services. 

(10) Applies to mobile phones and tablets purchased through the IT service desk, and set up and enrolled in the Hub/Intelligent Hub app. 

(1) Web solutions such as kontor.oslomet.no / Microsoft 365 Copilot / OneDrive etc. can be used, but the information cannot be downloaded. 

(2) As long as the machine or information is encrypted. The information can only be stored in folders that are not synchronized with cloud services. 

PC: PCs operated by OsloMet are encrypted. Use the folder C:\Users\(your user)\temp_persondata_utenbackup for temporary storage.

MAC: Not all Macs at OsloMet are encrypted. Go to System Preferences -> Security & Privacy -> FileVault to check if your computer is set up with encryption. Contact the IT service desk if in doubt. 

External USB flash drive/external disk: The password for the encrypted device must follow OsloMet's password rules - use at least 16 optional characters. External USB flash drives you have received as a gift or similar should not be used. Follow the instructions for encrypting an external disk. 

(4) Emails with red data can be sent internally (between @oslomet.no addresses) if it is marked as confidential in Outlook (note that this only applies to the content of the email, not files and documents (attachments). When sending files and documents, Filesender with encryption is recommended. Such emails cannot be synchronized to private devices, such as mobile phones or PCs. Use the Outlook client. Avoid mobile apps and clients other than Outlook if you are sending red data. Read more about sending secure data. Also read more about the use of email and cloud services in research projects. 

(5) Yellow data can be stored if the information is access controlled and protected by login. Yellow data should not be downloaded or synchronized with private equipment. Yellow research data must be stored with the classification confidential in Microsoft 365 Copilot (Teams, Word, Sharepoint, Excel, etc.). 

(8) Yes, if you follow the guidelines for uni.oslomet.no. 

(9) Filesender can be used to send red data if encryption is turned on. Choose to create a link and send it from your own email. Passwords of at least 16 characters must be used. The password for the transmission must not be reused. 

(10) Applies to mobile phones and tablets purchased through the IT service desk, and set up and enrolled in the Hub/Intelligent Hub app. 

(11) It is only permitted to enter personal information about others if you have received permission from the person(s) concerned - or have another legal basis. In research, this means that you must first have defined a purpose and a basis for treatment which normally is approved by SIKT Data Protection Services.

At OsloMet, the Chat GPT services Sikt AI Chat and Microsoft Copilot are approved for use with limited (yellow) data. In other AI services, you can only enter open (green) data.

(*) It is only permitted to enter personal data about others if you have obtained permission from the person(s) concerned - or have other legal grounds. In research, this means that you must first define a purpose and a valid legal basis.

Reasearch Infrastructure

(1)Less sensitive red data and/or indirect red data that would be difficult for others to identify or compile may, upon application to Research Support (pureservice.com), be considered for storage in Mime. The assessment must be based on data protection principles and the security requirements of the individual project, as well as where and how the encryption key should be stored. Only TSD is approved for storing directly identifiable health information.

(2)Red data can be processed in Educloud Research, provided that a risk assessment is carried out for each project regarding data leakage and privacy impact, since the service has access to the internet and connected devices. Only TSD (Services for Sensitive Data) is approved for directly identifiable health information. EduCloud is offered only for research projects with extraordinary needs. For red data in EduCloud, strong project governance is recommended, including access-controlled folders, participant management, and workflow routines. Contact Research Support IT for questions about using EduCloud (pureservice.com).

Services for datacapturing

(5)For students and others using personal equipment, yellow data must not be downloaded or synchronized to private devices. If personal equipment is used, questionnaires and files must only be accessed through the Nettskjema portal (nettskjema.no). If analysis tools such as NVivo, SPSS, etc. are required for further processing, class sets in Educloud are a suitable platform.

(6)For students and others using personal equipment, the dictaphone app (uio.no) is approved for small amounts of red data in student assignments with low privacy impact. Files must never be downloaded and should be deleted within a reasonable time, 90 days. If the data is to be processed further in Word or analysis tools such as NVivo, SPSS, etc., class sets in either Educloud or TSD are suitable platforms.

For employees using OsloMet equipment: Red administrative data collected in Nettskjema must be deleted within a reasonable time (90 days) or moved to an approved storage location, such as P360 (archival solution). For research projects, either an Educloud or TSD project is required so that Nettskjema is directly linked to one of these platforms.

(7)The agreement with Easyfact is offered only at NIBR.

(5) Yellow data can be stored if the information is access controlled and protected by login. Yellow data should not be downloaded or synchronized with private equipment. Yellow research data must be stored with the classification confidential in Microsoft 365 Copilot (Teams, Word, Sharepoint, Excel, etc.). 

(11) Always use OsloMet's Zoom license with OsloMet login, at oslomet.zoom.us/. See requirements for recording Zoom meetings and privacy policy for live streaming and recording of digital and hybrid lectures. 

Questions? Send your inquiry to itservicedesk@oslomet.no. 

(5) Yellow data can be stored if the information is access controlled and protected by login. Yellow data should not be downloaded or synchronized with private equipment. Yellow research data must be stored with the classification confidential in Microsoft 365 Copilot (Teams, Word, Sharepoint, Excel, etc.). 

(6) Applies only to confidential business information. Confidential personal information cannot be stored. 

(4) Emails with red data can be sent internally (between @oslomet.no addresses) if it is marked as confidential in Outlook (note that this only applies to the content of the email, not files and documents (attachments). When sending files and documents, Filesender with encryption is recommended. Such emails cannot be synchronized to private devices, such as mobile phones or PCs. Use the Outlook client. Avoid mobile apps and clients other than Outlook if you are sending red data.

Read more about sending secure data. Also read more about the use of email (security instructions). 

Microsoft 365 (OneDrive - standard storage area) 

Log on to OneDrive (portal.office.com). Can not be used for storing confidential (red) data. 

Backup 

OsloMet backs up your files for up to 90 days after they are removed from the trash in OneDrive (Sharepoint). Please note that if complete Teams/Sharepoint areas are deleted, the backup time is only 30 days.

Guides 

• How to sync files or folders to a PC (support.office.com) 
• How to view OneDrive files on your PC (support.office.com) 
• How to encrypt a file or document and send securely via e-mail. 

OsloMet-PC (C:\users) 

• The folders are synced to OneDrive 
• Backup in OneDrive 
• Can not be used to store confidential (red) data 
• Folder for red data: C:\Users\(your user) \temp_persondata_utenbackup 

OsloMet-PC (C:\temp) 

• Primarily suitable for short-term storage. 
• Available to the PC users, even without internet access 
• Used for storing files you want to process when you do not have Internet access 
• OsloMet has no backup of the files. You must take care of the necessary backup yourself. 

Mobile disks and external USB flash drives 

Storage devices that are not encrypted and that provide access to stored information for anyone who has the disk/flash drive. 

• Always available. 
• It’s possible to transfer files from one device to another without using network. 
• If the storage device is encrypted, sensitive information can be stored. 

Backup 

OsloMet has no backup of files on mobile disks and flash drives. You must take care of the necessary backup yourself. 

Encryption

Encryption of emails, files and documents 

File transfer 

OsloMet recommends using filesender.no 

Storing research material 

• Storing research data 
• How to encrypt files or documents 

Public 360 

The Public 360 case processing system handles the storage of documentation/information that is important to OsloMet with support for the work process. 

• Collaboration and sharing of project documentation internally and externally. 
• Also suitable for sensitive information. 

See more about secure storage of documents at OsloMet.