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Privacy Postcards — Tips for Securing Private Information
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| The following four postcards are the results of the 2004 President's Emerging Leader's Privacy Project which focused on the institution's culture with regard to data privacy and security and regulatory compliance. In light of the number and complexity of data privacy regulations and the common need for communications and education about the regulations, the Privacy Project researched the possibility of crafting a comprehensive University-wide strategic response to the challenges of compliance that is multidisciplinary in its approach to data privacy.
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Forgetting to log out-all the way out-is like sharing your password with the world.
Your University Internet ID (X.500) and password is your means of protecting your paycheck, social security number, and other private information.
ALWAYS log out, especially at a public kiosk. Even at home or in your office, a hacker can reach your computer through the Internet, if you leave the door open.
NEVER share your password with other University employees, family, or friends.
CHANGE your password often, and use these rules:
- Use a minimum of seven or more characters
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Mix lower case AND uppercase
- Include at least two numbers or special characters (for example: $, #)
PRIVACY IS EVERYONE’S BUSINESS! |
Personal health information is confidential.
Making it public on purpose or by accident may violate federal law. And it can expose you and the University to legal liability.
NEVER share personal health information with anyone unless you are authorized to do so.
ONLY authorized personnel who have a legitimate reason to know—e.g. granting leaves of absence or treating a patient—may have access to personal health information.
You should only have access to and use information necessary to do your job. ALWAYS be respectful of others’ personal and private information. NEVER use private information learned on the job or elsewhere for unauthorized purposes.
PRIVACY IS EVERYONE’S BUSINESS!
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Grades are private.
Releasing a student’s grades to unauthourized sources is against the law and University policy, and it can expose you and the University to legal liability.
ALWAYS be careful when posting grades not to use information that could identify a student. It is inappropriate to use identifiers like student id numbers, names, and social security numbers.
NEVER leave finished, graded student papers or tests in an unmonitored location for pick-up.
ALWAYS communicate confidential student information such as grades and results directly to the student—confidentially.
PRIVACY IS EVERYONE’S BUSINESS! |
Performance reviews, job applications, social security information, and other
employment documents are private.
Circulating private HR information is
against the law, and it can expose you and
the University to legal liability. This is true
with real paper as well as digital files.
ALWAYS dispose of documents containing
personal information by shredding or placing
in secure, confidential recycling bins.
ALWAYS empty the trash or recycling bin
on your computer’s desktop, especially at a
public kiosk.
ALWAYS log off of your computer, and
change your password frequently.
PRIVACY IS EVERYONE’S BUSINESS!
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