This lesson should take about 25 minutes to complete. It identifies data and desktop security rules and considerations for disclosing General Ledger data.

Lesson 1. Security, Ettiquette, and Ethics

Activity 1

Read the document "Data Security." (Once you've completed the reading, use your browser's back button to return to this lesson.)

Activity 2

After reading the document "Data Security," please answer the following questions:

1. What are two questions you can ask yourself to decide whether you should fulfill a request for General Ledger data?
2. Describe one way to physically secure data on your personal computer.
3. Which office should you contact if you are unsure as to whether you should fulfill a request for General Ledger data?
4. Which offices can release General Ledger data to individuals or groups outside the University?
5. Under what circumstances should General Ledger data be released to persons within the University?
6. Name three ways you can secure sensitive data on your personal computer.

Activity 2 Answers

1. Any of the following answers:

   • Who wants the information?
     
   • Why do they want the information?
     
   • For what purpose will the information be used?
     
   • If they pass the information on to someone else, for what purpose will that person use it? Note: Usually, the data should be for the requestor's use only. No data should be posted in a public place including the World Wide Web.
     
   • How will they secure the information once they have it?
     
   • How will they dispose of the information when they are done with it? For example, hard copy reports should be shredded.
2. Examples of physical security are locked offices and locked keyboards.
3. The only two offices that may disclose General Ledger data outside the University are the Office of the Comptroller and Institutional Research.
4. If you are not sure whether to fulfill a request for General Ledger Data, call the Office of the Comptroller.
5. Within the University, General Ledger data may be disclosed only if it is needed to do the business of the University, and only to those who need to know the information in order to do their jobs.
6. Sensitive data stored on your personal computer can be safeguarded through physical security, access control software, or encryption.