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Information Technology

Preventing Identity Theft

When students, faculty or staff open an account, apply to receive information or purchase a product, they entrust their personal information to you. If their information is compromised, the consequences can be far-reaching.

While protecting computer systems is an important aspect of information security, it is only part of the process.

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  • PII = Personally Identifiable Information

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Electronic Security

  • Identify the computers or servers where PII (Personally Identifiable Information) is stored—encrypt and use LEA2 step.
  • Don’t store PII on employees’ computers, flash drives or smartphones, or send it outside the University in an email.
  • Pay particular attention to the security of your web applications by using "https://" connections.

Physical Security

  • Store documents and files containing PII in a secure location. Limit access to employees with a legitimate business need.
  • Remind employees not to leave sensitive papers out on the desk when they are away from their workstations.
  • Require employees to lock their computers when away. Also, put files away, and lock their file cabinets and office doors at the end of the day.
  • Implement appropriate access controls for your building. Tell employees whom to call if they see an unfamiliar person in a place they do not belong.
  • If you send information containing PII using a shipping company, encrypt the information and keep a backup. Track the delivery.

More Guidelines

  • Password Management
    • Control access to sensitive information by requiring a “strong” password.
    • Do not share passwords or post them near workstations.
    • Be aware of identity thieves attempting to deceive you and asking for your password or other sensitive information by impersonating members of the IT staff or other legitimate businesses.
  • Laptop Security
    • Do not store PII on your computer
    • Be mindful of security when you are on the road. Do not leave a laptop visible in a car, at a hotel luggage stand or packed in checked baggage at the airport.
  • Digital Copiers
    • Get your IT staff involved when buying technology. The hard drive in a digital copier stores data about the documents it copies, scans, faxes or emails.
    • When buying or leasing a copier, consider the data security features offered. Typically, these features involve encryption and overwriting.
    • Once you choose a copier, take advantage of all its security features.
    • When you select a copier, find out if you can have the hard drive removed, destroyed or overwritten.
  • Properly Dispose of What You No Longer Need
    • Effectively dispose of paper records by shredding them.
    • When disposing of old computers, copiers, printers or storage devices (anything with a hard drive), follow the instructions on IT Equipment Removal Request (PDF) form to have data destroyed securely at 香港六合彩开奖直播.
    • Make sure employees who work from home follow the same procedures for disposing of sensitive documents.
  • Create a Plan For Responding to Security Incidents
    • Have a plan to respond to security incidents. Designate a senior member of your staff to coordinate and implement the response plan.
    • Investigate security incidents immediately and take steps to close existing vulnerabilities or threats to personal information.
    • If a computer is compromised, disconnect it immediately from your network.
    • Consider whom to notify in the event of an incident, both inside and outside your organization. Contact the Service Desk immediately. You may need to notify employees, students, law enforcement and other businesses.