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Purpose

Â鶹´«Ã½ has contracted with Google, Inc. to provide service to all WMU Â鶹´«Ã½s, faculty, and staff. The use of this service is governed by University policies as well as the terms and conditions of the contract with Google.

Scope

This policy applies to any Â鶹´«Ã½, faculty, or staff using the Google Workspace services of WMU, whether on campus, at home, at regional sites, or via any other means.

Policy statements

• Any faculty or staff member using Google Workspace must ensure that their use will comply with any data storage requirements of their school, department, unit, or WMU.
• Google Workspace may not be used to store, maintain, or transmit any kind of restricted/confidential data, including, but not limited to HIPAA protected social security numbers, driver's license numbers, financial account or credit card numbers, or any other personally-identifiable data.
• Anyone using Google Workspace for grants should be aware that data will be stored in data centers outside of the US and must abide by the rules and policies set forth in their grant.
• Student data protected by FERPA is permitted in Google Workspace services provided that the information is shared only between the Â鶹´«Ã½ and those who have a legitimate education-related interest.
• Â鶹´«Ã½ does not back up data stored on Google Workspace, and cannot restore, or recover, any data or documents that are deleted from these applications.

Justification

Â鶹´«Ã½, with broad representation from the campus community, develops policies and procedures to assure that University data assets are secure and protected in compliance with state and federal regulations.

Enforcement

Any person found to be in violation of this policy will be subject to appropriate disciplinary action as defined by current University policy and bargaining agreements.

Reference

• Data classification
• Data security responsibilities
• Terms of service

Document action

Written: October 2014
Revised: March 2021