Protect College Data
Overview
College data is an important part of daily operations and must be protected from unauthorized access, loss, or misuse. This includes any college-related information. Every student, faculty member, and staff member play a role in keeping college data secure and helping protect the privacy and trust of the college community.
Getting Started
Follow these best practices to safely store, share, and protect college data while conducting college business.
What is college data?
College data includes any information created, collected, stored, or shared for college business purposes.
- Student records: grades, transcripts, financial aid information, disciplinary record
- Employee information: personnel files, payroll, benefits, performance records
- Financial records: contracts, budgets, purchasing records, payment information
- Research & project materials: reports, findings, proposals, unpublished work
- Institutional documents: procedures, plans, system information
- Intellectual property: copyrights, proprietary software, trade secrets
- Sensitive identifiers: Social Security numbers (SSNs), birth dates, addresses, account information
Approved Storage & Sharing Tools
- Use approved platforms such as OneDrive, SharePoint (365), or other authorized college systems.
- Avoid storing college files in personal cloud storage accounts or personal email accounts.
- Do not use unauthorized file-sharing services for college business.
- Verify file-sharing permissions before sending or sharing documents.
Limit Access to College Information
- Access only the information necessary for your role.
- Share information only with individuals who have a legitimate business need.
- Follow department and college data access procedures.
- Report any unusual or unauthorized access requests.
Protect Sensitive Information
Sensitive information should always be handled securely to prevent unauthorized exposure.
- Do not send SSNs, passwords, or financial data through unencrypted email.
- Use approved secure file-sharing methods when sending confidential information.
- Double-check recipients, attachments, and links before sending emails.
- Use caution with “Reply All” and confirm recipients are authorized to view the information.
Secure Devices & Printed Materials
Physical and digital workspaces should always remain secure.
- Lock your computer whenever you step away from your workspace.
- Store printed documents containing sensitive information in secure locations.
- Pick up sensitive printouts promptly from printers or shared spaces.
- Clear confidential materials from your desk at the end of the day.
Recognize Common Data Threats
Cyber threats often attempt to trick user into sharing information or granting access.
- Phishing emails requesting passwords, multi-factor authentication (MFA) codes or account access
- Unexpected requests for student, employee, or financial information
- Suspicious attachments or links from unknown or unexpected senders
- Requests to bypass standard approval or security procedures
- Urgent messages pressuring you to act quickly
You Suspect Your Data is Compromised
Report suspected data incidents immediately to help reduce risk and protect college systems.
- Contact the Help Desk immediately.
- Do not delete suspicious emails, files, or messages unless instructed.
- Disconnect from the network if you believe your device may be compromised.
- Change affected passwords using a trusted device.
- Do not attempt to investigate the issue on your own if sensitive data may be involved.
Additional Details
- Protecting college data helps reduce the risk of identity theft, privacy violations, financial loss, and service disruptions.
- All members of the college community share responsibility for protecting college information.
- Following approved security procedures helps maintain compliance and trust across the institution.