Based on your current understanding, locate 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 historical Student ID numbers that did not begin with an “S” or “889”)
- Arizona driver’s license numbers
- Arizona nonoperating 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 file shares:
- spreadsheets
- databases
- locally stored email
- word processing documents reports
Social Security Number examples include:
- Grade books and class lists through 2007-08 that include SIDs that do not begin with an “S” or “889”
- Pre-2002 administrative documents such as travel authorizations
- Documents requesting changes to benefits that include SSNs of family members
- Medical records from Campus Health Services
- Documents regarding employee direct deposit
- Grant routing documents
Financial information examples include:
- 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 that you use for UA business
Check media of all formats:
- hard disks
- floppy disks
- removable disks
- flash drives
- memory cards
- backup tapes or CDs
To view the date on which a document was last modified in a Windows operating system, click Start > My Documents > View > Details. (For Vista, click Start > Documents > Views dropdown > Details.) Click on the Date Modified heading to sort the documents by date.
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Step 2 – Delete unneeded files
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