Consider where you store the personal information under your control in all electronic files, on all types of computers and on media of all formats.
Personal information includes first name or initial and last name accompanied by:
- Social Security Numbers (including Student ID numbers not beginning with an “S” or “889”)
- Arizona driver’s license numbers
- Arizona non-operating identification license number (State ID card)
- financial account number or credit or debit card number with any required security code or password that would permit access to a financial account
Consider where you store personal information. Search all electronic files, including shared folders:
- spreadsheets
- databases
- locally stored email
- word processing documents
Social Security Number examples:
- Grade books and class lists through Summer 2008 with SIDs that do not begin with an “S” or “889”
- Pre-2002 administrative documents such as travel authorizations
- Documents with pre-2002 employee identification numbers (EIDs)
- Documents requesting changes to benefits that include SSNs of family members
- Medical records from Campus Health Services
- Documents regarding employee direct deposit
- Pre-2008 grant routing documents
- Background check requests
- Letters of recommendation
- Records relating to research on human subjects
Financial information examples:
- Orders or receipts for purchases using payment cards
- Documents regarding Purchasing Cards (PCards) or UA travel cards
- Bank account information
Look on all types of computers and computing devices:
- servers
- desktops
- laptops
- PDAs
- mobile communication devices
- cell phones
- personally owned and home computer systems used for UA business
Check media of all formats:
- hard disks
- floppy disks
- removable disks
- flash drives
- memory cards
- backup tapes or CDs
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Step 2 – Delete unneeded files
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