MCDB Department Data inventory instructions

In order to comply with Campus Departmental Data Asset Inventory Initiative by March 31st to  identify computers and servers that store private data(social security numbers) please read the information on the following link and scan your machine.
http://www.colorado.edu/its/docs/security/privatedata/

MCDB Faculty  will need to scan their laptop/Desktop and complete the following form and return it to MCDBIT(Dan and Matt).

Faculty Response Form

What is Private DATA?

We have begun using private data identification software to scan file servers and backup machines that department personnel store their data on.  We will notify you if we discover any sensitive(Private) data that your account  has on MCDB Departmental servers.  We ask that you immediately remove any sensitive data in the event that it is identified by these scans and let us know in order for us to rescan the server.

Scanning your personnel Machines.

 There is chance that you might not realize that you have data that has been labeled private on your personnel machines.  Grade books, student data,  old travel vouchers etc. that may have been downloaded on your machine years ago that you have forgotten about.  Please use the free scanning tools on ITS website to scan your computers. Intructions for installing and running SENF can be found at the "SENF" link below.Private Data Software Download

• Spider installer (Clicking this link will download the file Window's Spider 2.9.5.msi)

• Sensitive Number Finder (SENF) is recommended for a non-Windows (Mac OS) and Vista systems.

Private data and some common occurrences:(From ITS SECURITY WEBSITE)

• Social security numbers
  • Grade books from prior to 2004 when SID was the student's SSN
  • Administrative documents like travel authorizations from prior to the use of employee ID
  • Documents requesting changes to benefits that might include the SSNs of family members
• Credit card numbers
  • Orders or receipts for purchases using credit cards
  • Documents regarding ACARDs or university travel cards
• Personally identifiable information that could be used for identity theft
  • Documents containing combinations of information like name, birth date, address, drivers license number, etc
• FERPA protected information
  • Records directly related to a student and maintained by the institution or by a party acting for the institution are considered education records. Click here for more information.
• Bank account information
  • Documents regarding employee direct deposit
• Medical records
  • Patient records
  • Prescriptions

 Please let us know if you have any questions?