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Identity Finder

Identity Finder. The Tool for Finding Personally Identifiable Information (PII). Introduction. What is identity theft? Why is this important? How does this relate to me and my job?. What?. Identity theft is having your Personally Identifiable Information (PII) stolen

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Identity Finder

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  1. Identity Finder The Tool for Finding Personally Identifiable Information (PII)

  2. Introduction • What is identity theft? • Why is this important? • How does this relateto me and my job?

  3. What? Identity theft is having your Personally Identifiable Information (PII) stolen Click here to view a video of victims and deterrents to theft Click arrow to continue

  4. Why? Identity theft destroys lives! What should we do if we feel our identity has been stolen? Click here for information Click arrow to continue

  5. How does this relate to me? As university employees we have the responsibility to protect personally identifiable information that may be stored on our computers. Click arrow to continue

  6. What is UNI’s Policy for SSN? University Policy 13.12 • Governs the use of social security numbers (SSN) at UNI • Restricts SSN use to approved uses only • SSN may not be stored on computers without the explicit permission and security protecting the information Credit Card Numbers • Strict security requirements for storage Click mouse to continue

  7. What is Identity Finder? • Software to assist with locating PII on your computer and permanently remove the PII • What is personally identifiable information (PII)? • Social security numbers • Credit/debit/procurement card numbers • Bank account numbers • Drivers license numbers Click mouse to continue

  8. What PII will we scan for? • Social security numbers • Credit card numbers • Passwords Click mouse to continue

  9. What is your role? • Supervisor • Monthly review your staff’s scan • Ensure all unnecessary PII has been shredded • Ensure all necessary PII has been migrated to a secure location Click mouse to continue • Staff Person • Monthly scan your computer(s) • Shred or migrate authorized PII to encrypted location • Share the scan results with your supervisor Click mouse to continue

  10. What Locations will be Scanned? • Local folders on e-mail • C drive • G drive • The AFTS Systems Administrator will scan ALL other drives and notify department director of PII detected in the scan. Click mouse to continue

  11. If PII is found, what do you do? • Determine if you really need the file. • Shred the file if you don’t need it. • If you need the file, but not the PII in the file, manually delete the PII. • If you need the file, with PII, store it in an encrypted folder on the server. Click mouse to continue

  12. What Do You Do with SSNs? • Quarantine the file in Identity Finder while waiting for permission to keep • Obtain permission to keep SSNs by completing the SSN Policy and Usage Request Form • Encrypt the file once permission to save has been given • Call AFTS 273-2461 or complete Request Form

  13. Storage Guidelines for PII • Can ONLY reside on divisionally managed file servers i.e. drives: F, G, I • NOTHING ON HARD DRIVE • Desktop • C: drive • NOTHING ON OTHER DEVICES • Mobile devices – laptops, PDAs, Smartphones, etc. • E-mail – Inbox and Local Folders • Personally owned equipment

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