Maintaining a separation between personal and university information within your Microsoft 365 (M365) account is crucial for security, organization, and compliance with Colorado State University’s (CSU) Acceptable Use Policy. This article highlights the importance of this separation and offers best practices to ensure effective management.

Applicable to: Fort Collins, Pueblo, Spur, System

Affiliation: Students, Faculty, Staff, Guests

Security Benefits of Separating Information

• Protect Sensitive Data: Keeping personal and university information separate helps protect sensitive university data from unauthorized access.
• Reduce Risk of Data Breaches: Avoid mixing personal and professional data to reduce the likelihood of accidental data breaches, which could expose university information.

Protection of Personal Information

• Safeguard Personal Data: Keeping personal files separate helps protect personal information from potential university system access.
• Avoid Unintentional Sharing: Reduces the risk of accidentally sharing personal data in a university setting, helping to maintain your privacy.

Organization Benefits

• Easier File Management: Separating storage for personal and university data promotes organized file structures, enabling quicker document retrieval.
• Avoid Clutter: Prevent personal files from cluttering university storage space, ensuring efficient use of university resources.

Compliance with University Policies

• Adhere to Policies: CSU policies mandate that university data be stored in compliance with institutional guidelines and legal requirements.
• Ensure Accountability: Proper separation provides a clear audit trail for university activities, ensuring accountability and traceability.

Best Practices for Separation

1. Use Different Accounts

• Separate Email Accounts: Use your university-assigned M365 account for university business only. Set up a personal email account for non-university matters.
• Distinct OneDrive Folders: Maintain separate folders within OneDrive to organize personal and university documents.

2. Manage Permissions Carefully

• Limit Access: Grant access to university-related documents only to authorized personnel. Avoid sharing personal files on the university network.
• Set Clear Naming Conventions: Use distinct and clear naming conventions for files and folders to differentiate between personal and university content.

3. Conduct Regular Audits

• Periodic Checks: Regularly review your OneDrive and email folders to verify proper separation between personal and university information.
• Clean Up: Regularly remove any personal files stored in your university account to keep your storage organized and compliant.

Support and Resources

• IT Help Desk: Contact the CSU IT Help Desk for assistance in setting up your M365 account or managing file separation.
• Training Resources: Access CSU's online resources and training materials to learn more about effectively managing your M365 account.

Guiding Principles from the CSU System Acceptable Use Policy

• Ethical Use: Reflect academic honesty and integrity in your use of university resources.
• Respect for Privacy: Show respect for intellectual property, system security mechanisms, and individual privacy.
• Efficient Use: Use resources responsibly and legally, in alignment with the instructional, research, and administrative goals of the university.

Outcome

Following these practices ensures the security of both university and personal information, facilitates organized file management, and supports compliance with university policies.