Information Security for Your Office

1. Information Security for Your Office Created By OIT Information Security Services http://oit.boisestate.edu/security/

2. Universities in the News! • University of Idaho • 70,000 Donor Records • University of Texas at Austin • 225,000 Student Records • UCLA • 500,000 Student Records

3. University NOT in the News! Boise State University • Zero Lost Records • So Far! Go Broncos!

4. Information We Keep Students, Faculty, Staff, Donors, Contractors • Financial Records • Grades • Credit Card Information • Health Care Information • Addresses • Phone Numbers • Insurance Records • Social Security Numbers All Protected By Law!

5. Alphabet Soup So Many Laws . . . • FERPA • HIPAA • PCI-DSS • GLBA • SOX • “Red Flag” Alerts • Idaho Code • §28-51-105 • §28-51-

6. Alphabet Soup Information Technology Resource Use (8000) • http://policy.boisestate.edu/wp-content/uploads/2011/05/8000_informationtechnologyresourceuse.pdf Information Privacy and Security (8060) • http://policy.boisestate.edu/wp-content/uploads/2011/05/8060_InformationPrivacySecurity.pdf Cash Handling (6010) • http://policy.boisestate.edu/wp-content/uploads/2011/05/6010_CashHandling.pdf

7. Alphabet Soup What is PII? • Personally • Identifiable • Information The One Acronym That Says it All!

8. Best Practices Know the Data Your Office Handles • Data Classification Know How to Safeguard the Data • Protecting Information

9. Best Practices Data Classification • Method to identify the level of protection various kinds of information need or require • A rubric of three levels of sensitivity Level One - Private Level Two - Protected Level Three - Public http://oit.boisestate.edu/security/it-security-policy-and-procedures/dataclassification/

10. Best Practices • Data Classification—Level One • Private information that must be protected as required by law, industry regulation, or by contract Examples - Student or employee records; social security numbers; A numbers; grades; employee performance reviews; personnel files; personally identifiable information; • Consequences of loss • Loss of funding • Fines • Bad Publicity • Expose students, staff, contractors, donors to identity theft

11. Best Practices Data Classification—Level Two • Protected information that may be available through Freedom of Information Act Requests to Examine or Copy Records. Or, Idaho’s Open Records Law • Examples - Internal e-mails; meeting minutes; unit working & draft documents. Consequences of loss • Loss of funding • Fines • Bad Publicity • Expose students, staff, contractors, donors to identity theft

12. Best Practices Data Classification—Level Three • Public Information • Examples - Standard practice guides and policies; college plan; personal directory; maps; course catalog, public web page, press releases, advertisements, schedules of classes. • Consequences of loss • Loss of personal data with no impact to the university • Bad Publicity

13. Best Practices Data Classification—How To CIA: The “Big Three” of Information Security • Confidentiality • the need to strictly limit access to data to protect the university and individuals from loss • Integrity • data must be accurate and users must be able to trust its accuracy • Availability • data must be accessible to authorized persons, entities, or devices http://oit.boisestate.edu/security/it-security-policy-and-procedures/dataclassification/how2classdata/

14. Best Practices Data Classification—How Can Data be Lost? • Laptop or other data storage system stolen from car, lab, or office.   • Research Assistant accesses system after leaving research project because passwords aren't changed.   • Unauthorized visitor walks into unlocked lab or office and steals equipment or accesses unsecured computer.   • Unsecured application on a networked computer is hacked and data stolen.

15. Best Practices Data Classification—How To Protect Systems • Minimum Security Standard for Systems Click for Next Slide!

16. Best Practices Protecting Information • Don’t let personnel issues become security issues • Control access to buildings and work areas • If you print it—go get it right away • Lock up sensitive information—including laptops • Store sensitive information on file servers • Shred it if you can Know Boise State Information Handling Policies

17. Best Practices Protecting Information • Use strong passwords • Change passwords often • Use different passwords on different systems • Never share your password • Password protect your screensaver • Manually lock your screen whenever you leave your desk

18. Best Practices Protecting Information • Be sure your office computers’ operating systems and anti-virus software are up-to-date • Remind staff to never open unsolicited email from an unknown source or click on unfamiliar web addresses • Follow computer salvage procedures—for disks, too!

19. Example of Poor Practices • The next two slides show articles from a local newspaper regarding an insurance agency just “Dropping Off” boxes full of personal records at a local recycling center. • These boxes were left after hours when the recycling center was closed. • The article states that it could have been an Identity Thief's “gold mine”

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22. What to Do! Know who to call! • I think an office computer is infected, what do I do? • Call the Help Desk @ 6-4357 • I think I lost the USB drive I used to take some sensitive files home to work on, what do I do? • Call Information Security Services -@ 6-5501

23. Information Security for Your Office • Incident Response Procedure