Embedded Files
A loss of sensitive confidential data occurs any time there is unauthorized access to school district data, including personally identifiable information (PII), FERPA and/or HIPPA data. In this session, we'll explore how to craft policies and procedures that seek to prevent unauthorized access.
A loss of sensitive confidential data occurs any time there is unauthorized access to school district data, including personally identifiable information (PII), FERPA and/or HIPPA data. In this session, we'll explore how to craft policies and procedures that seek to prevent unauthorized access.
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Topics
Topics
Additional Resources
Additional Resources
Nine Simple Steps for Safeguarding Data
Nine Simple Steps for Safeguarding Data
As employees, we are all afforded access to a variety of confidential or sensitive data. This data, which may include personally identifiable information, pertains to students, parents, and/or employees. Below, please find a list of steps you can take to model responsible data practices in line with our Responsible Use Agreement and District Policy.
CONVERSATION
CONVERSATION
- Avoid discussing sensitive data in the presence of unauthorized personnel. If they are not authorized to view sensitive data, then they are not authorized to hear about it either.
PAPER DOCUMENTS
PAPER DOCUMENTS
- Avoid sharing sensitive documents with unauthorized individuals. This includes allowing others to view documents as well as giving them copies of documents.
- Store sensitive documents in a lockable file cabinet or drawer.
- Shred documents before disposal.
DIGITAL
DIGITAL
- Don’t allow others to view your computer programs unless you are present to monitor activity and operate the technology. Also, be sensitive to prevent unauthorized viewing of confidential data or misuse of data while another is viewing content, even when you are present.
- When away from your desk area, lock your computer. This will keep unauthorized personnel from accessing and using your computer.
- Avoid saving sensitive data in unencrypted format directly to your computer. This includes places such as your Desktop, MyDocuments, or your hard drive. If your computer/laptop/tablet is stolen, any sensitive data stored there will be accessible by the thief and anyone else who touches that device.
- Do not save decrypted data to external media. That is, avoid saving sensitive data in decrypted format to external storage devices. Those devices include thumb drives, CDs, and “cloud storage.”
- Wipe hard drives and solid state devices. Use an inexpensive tool like Parted Magic ($11) to wipe SSD and hard drives or GParted.
PASSWORDS
PASSWORDS
- Avoid sharing your passwords. In fact, it is a direct violation of district policy to share your password with other staff. If an issue arises, contact the EC Technology Operations Office for assistance at 210-649-2343.
- Avoid storing your passwords in an unencrypted text file or cloud storage (e.g. GoogleDoc). Instead, take advantage of a “password locker” type program. More information on developing and securely storing your passwords is available online at https://sites.google.com/site/protectsensitivedata/tips/creating-secure-passwords
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