Loyola University Maryland

Technology Services

Secure File Storage

Secure File Storage is Loyola’s solution to securing highly sensitive data existing on employees’ G and H network drives. This solution will actively scan employees’ computer drives and move documents identified to contain highly sensitive data to a secure location within Loyola Workspace. Users will retrieve and manage the files in the new secured location. This highly sensitive data is referred to as Personally Identifiable Information (PII).

What is Personally Identifiable Data (PII)?

PII refers to any data that could potentially identify a specific individual. Examples includes an individual’s name, social security number, date and place of birth, mother‘s maiden name. PII also includes medical, educational, financial, and employment information. PII can be exploited by criminals to stalk or steal the identity of a person, or to aid in the planning of criminal acts. Initially the PII data criteria used for Secure File Storage will include social security numbers, driver license numbers, credit card numbers and bank routing numbers.

Why Is this Project Important?

  • It will effectively secure and manage PII data in a centralized, highly secured location
  • More efficiently restrict access to sensitive data for better security
  • Effectively monitor and respond to incidents with sensitive data
  • Actively prevent storage of PII data to the G: and H: drive
  • Reduce the risk of unauthorized disclosure of PII to the University

Who Will Use Secure File Storage Solution?

Any user who uses and has access to PII data on the H and G network drives will use Secure File Storage.

How to Retrieve Secure Files

1. Log in to your G drive or H drive as you normally would.  Files that have been identified as having highly sensitive data will display in the original locations.  The difference is that document type will be an “Internet Shortcut” and the icon will appear as follows .  In the example below the file folder contains 3 documents of which all were scanned but only 2 were identified to have highly sensitive data.

2. Click on the secure document you wish to open.  You will be directed to the webpage that has information and instructions on retrieving the file via a link which is included.

3. Click on the link.  You will be taken to the Two-factor authentication (or “Duo”) login screen.  Please see the two-factor authentication login instructions.

4. After logging in, you will be taken to Workspace.  Locate the Secure File Storage icon and double click to open it.

5. Log in to using your Loyola username and password.

6. VMWare Horizon Client will launch and you will be taken to a new desktop.  Click on the file folder at the bottom of the screen or locate the file directory as you normally would.

7. Click on the file you wish to open.  Note that only the files and the file structure of documents identified as containing highly sensitive data will be visible.  The files with non-sensitive data are still housed in their original location.

Information Security Policy