Security Guidelines

The IT Department would like to ask you to take note of the following data procedures and ensure that you are abiding by them. If you need assistance moving files or have questions about the policy, please call x4810.

  • Do not store sensitive student or employee data on the hard drive of your work computer. This applies to laptops and desktops. Data should be stored only on a network drive (your U: drive or the department’s M: drive)
  • Do not store sensitive data on any removable media (USB drive, floppy drive, DVD, etc.)
  • Do not store sensitive data on any personal device (smartphone, laptop, etc.)
  • Do not email sensitive data unless the file is zipped and encrypted. If you don’t know how to do this, please call x4810 for assistance.
  • If you have backed up sensitive data to an external hard drive, please call x4810 for assistance in removing the data.
  • Also note that all network drives (U: and M:) are backed up nightly. Any documents that are not sensitive in nature but need to be backed up should also be placed on the network drives.

What constitutes sensitive data?

  • Information that can be used for identify theft (name, address, social security number, birth date, etc.)
  • Grades and any other academic information
  • Employment information (compensation, evaluations, and other personnel issues)
  • If you are not allowed to disclose it over the phone or without ID, then it should be stored on the network drive
  • Fiscal information (including p-card numbers)

Additional Information:

  • If your U: or M: drive is too small, you can request more space from the IT department. Call x4810 to open a ticket.
  • Users can be given access to specific folders on the M: drive (or network drive) if you do not want to grant access to the entire drive contents. IT can work with you to arrange the security appropriately.
  • If you do not have or cannot find the software to encrypt documents, please call x4810 for assistance.
  • If you’re storing grades only in Felix and/or Blackboard, then your data is already secure. You don’t need to do anything extra.