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Welcome Personally Identifiable Information (PII) Protection Training Training . Goal The purpose for today’s training program is to introduce you to your role and responsibilities to help ensure the security of personal data at Loyola. PII Training. Learning Objectives:
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(Definitions on next slide)
Loyola Protected data (LPro data)
Protected by Federal, state, or local laws
Includes SSNs, credit card numbers, bank account info, driver’s license numbers, personal health info, FERPA info, etc
Loyola Sensitive data (LSen data)
Not covered by laws, but information that Loyola would not distribute to the public
Classified by department that created the data
Loyola Public data (LPub data)
Information that Loyola is comfortable distributing to the general public.PII Training
All departments will have at least one data steward
The data steward(s) help coordinate activities that your department must perform every 6 months to ensure compliance with the policies
They will send you an email asking you to run a piece of software, then they will schedule a time to review the results with youPII Training
Limit access to department workspaces that store LPro or LSen data in paper form
Use your badge or key to access the area
Do not allow the public to access those areas
Use approved shredders to dispose of documents (in accordance with your department’s retention policy)
LPro or LSen data should only be sent to printers and faxes in secured areas
Properly store LPro or LSen documents; avoid leaving protected information on desks and other work areasPII Training
Restrict access to computers and other electronic devices that store LPro or LSen data in electronic form
LPro or LSen data cannot be stored on computers or electronic devices that are not encrypted
ITS will provide instructions for installing the encryption software for those users that need itPII Training
Encryption will be provided by ITS
Electronic data transfers must be secured
Methods for transferring encrypted emails are available from ITS
LPro or LSen data on physical media (CD, portable drive, etc) must be encrypted
ITS will assist in configuration and training for department-specific issues on an as-needed basisPII Training
Schedule a time with your data steward to review the results of your spider log file
If your data steward says you need encryption software, install encryption software on your machine or call ITS to schedule an installation
Follow the policies listed previouslyWhat You’ll Be Asked To Do
Empty your Internet Explorer cache (Open IE -> Tools -> Internet Options -> Delete -> Delete Files)
Select Start -> Loyola Software -> Useful Tools -> Spider Scanner
This will install and run the spider tool
The spider tool will scan your computer for files that might contain PIIHow Do I Run Spider?
Log in to your computer normally when the data steward is there
The data steward will open up the Spider log file using the Spider program
Review the entries in the Spider log file with your data stewardHow Do We Review a Spider File?
The file will contain a large number of “false positives” – such as files that contain a 9-digit number that is not a SSN
Your data steward will record information about your machine
If your data steward indicates that you need the encryption software, install it on your computerHow Do We Review a Spider File?
Only for Windows machines – does not work on Mac, Linux, or other computer types
Save all of your work and close all open programs
Initial installation can take up to 15 minutes, and the encryption can take up to 2 hours
Computer is usable while encrypting data, but will run slightly slower
You may want to begin this process 20 minutes before you leave for the eveningHow Do I Install Encryption Software?
Start -> Loyola Software -> Useful Tools -> SafeGuard Easy Install
Click Yes to begin, which will make your machine automatically reboot
The program will check your hard drive for errors, and reboot several times
Login when you see the login promptHow Do I Install Encryption Software?
You will see an image showing how to tell the encryption is present – close this image
At this point the encrypting is beginning – as long as the machine is on it will continue to encrypt, even if locked or logged off
Call ITS if you need assistanceHow Do I Install Encryption Software?
Launch installer, click yes, computer will reboot
Login when you are able to, computer will reboot automatically
Login when you are able to, close encryption picture that appears
Encryption will occur while machine is on – even if locked or logged offShort Version – Install Encryption
Will this affect email?No – ITS has a separate program available if you need to encrypt email
How will this change how I use my computer?It shouldn’t change anything – the encryption should be invisible to the user
How can I tell it is installed?A yellow key on your hard drive icon indicates it is now encryptedEncryption Questions