Confidential

Portable Media

Portable Media Security Standard

Portable media such as USB keys, flash memory, CDs/DVDs, etc. are a crucial part of daily business. However, portable media is easily lost or stolen and may cause a security breach.

Because portable media can be stolen or compromised easily, users should take precautions when using it to transfer or store Confidential information. We strongyly discourage placing Private Information on portable media.

 

Approved Portable Media (updated 6/20/2013)

When handling RIT Confidential information, you should use only portable media that provides an approved encryption level (the RIT Information Security Office requires 128-bit or 256-bit AES encryption).

USB Memory/flash drives

Recommended
  • IronKey
  • Stealth MXP™ (biometric capable)
  • Stealth MXP™ Passport
  • Apricorn Aegis Secure Key
  • Imation Defender F200 Biometric
Acceptable
  • Lexar JumpDrive Lightning
  • Lexar JumpDrive Secure 2 Plus
  • Kanguru Defender
  • Kanguru Defender Pro
  • Kanguru Defender 2000
  • Kanguru Bio AES
  • KanguruMicro Drive AES
  • Kingston Data Traveler BlackBox
  • Kingston Data Traveler Vault – Privacy Edition
  • McAfee Zero-footprint Bio FIPS
  • SanDisk Cruzer Enterprise
Secure Option for External Backups
  • MXI Outbacker MXP Bio (External HDD)
  • Apricorn Aegis Padlock Pro
Unacceptable

USB memory that doesn't include encryption

Encryption of CD’s, DVD’s, Removable Hard Drives, and Other Portable Media

Please contact Paul Lepkowski, RIT Security Engineer, for recommended encryption methods.

3rd Party Encryption Products

The RIT Information Security Office requires 128-bit or 256-bit AES encryption to protect RIT Confidential information when transferred or stored on portable media.

Media Disposal Recommendations

Media

Disposal Method

Paper

Use a shredder. Crosscut is preferred over a strip shredder.

CD, DVD, diskette, etc.

Use the media shredder (located at the ITS HelpDesk, 7B-1113).

Hard Drives

If the hard drive is to be reused, contact your support organization for recommendations for secure erasure.

If the hard drive is damaged or will not be reused, render the hard drive unreadable by using the degausser (located at the ITS HelpDesk, 7B-1113).

Tapes

Use the degausser (located at the ITS HelpDesk, 7B-1113).

Other

Use an industry standard means of secure disposal.

 

Computer Incident Handling Standard

Computer Incident Handling Standard

RIT has created a process for handling computer incidents to ensure that each incident is appropriately resolved and further preventative measures are implemented.

Computer Incident Handling Standard

Who does the standard apply to?

  • The standard primarily applies to administrators of RIT-owned or leased computing devices.
  • The standard also applies to users of personally-owned or leased devices should the incident involve RIT resources.

What is an incident?

Incidents include the following types of events:

  • Physical loss of a computing device (including storage devices)
  • Detection of unauthorized users accessing a computing device
  • Discovery of malware on a computing device
  • Discovery of critical vulnerabilities or improper configuration that could result in a breach of information

What do I have to do?






Group Action Needed
Everyone If the incident involves the loss or theft of a device containing Private, Confidential or Operationally Critical information, you should immediately file a report with Public Safety.
Self-supported users
  • If the device contains Private, Confidential or Operationally Critical information, contact your support organization immediately.
  • If the device does not contain Private, Confidential or Operationally Critical information, you can attempt to resolve the issue on your own.
Users supported by Systems Administrators
  • Contact the ITS HelpDesk if you cannot resolve the problem on your own. If they discover high risk threats, they will engage the Computer Incident Handling process.
  • Report any suspicious computer activity to your support organization. Anything from a drastic slowdown in computer performance to something as simple as the cursor moving around on its own constitutes suspicious activity.
System Administrators

Resources

 

Information Access & Protection Standard

Information Access & Protection Standard

The Information Access & Protection (IAP) Standard provides requirements for the proper handling of information at RIT.

Information Classifications

The standard classifies information into four categories: Private, Confidential, Internal, and Public.

Private information

Private information is information that is confidential and which could be used for identity theft. Private information also has additional requirements associated with its protection (e.g., state and federal mandates). Examples include:

  • Social Security Numbers (SSNs) or other national identification numbers
  • Driver’s license numbers
  • Financial account information (bank account numbers, checks, credit or debit card numbers), etc.

Confidential information

Confidential information is information that is restricted to a need-to-know basis and due to legal, contractual, ethical, or other constraints may not be accessed or communicated without specific authorization. Examples include:

  • Educational records governed by FERPA that are not defined as directory information (see RIT Educational Records Policy D15.0)
  • Employee and student health information as defined by the Health Insurance Portability and Accountability Act (HIPAA)
  • Faculty research or writing before publication or during the intellectual property period (see RIT Intellectual Property Policy 3.0)

Internal information

Internal information is restricted to RIT faculty, staff, students, alumni, contractors, volunteers, and business associates for the conduct of Institute business. Examples include online building floor plans, specific library collections, etc.

Public information

Public information may be accessed or communicated by anyone without restriction and has no special handling requirements associated with it.

Who do the requirements apply to?

This Standard applies to everyone who accesses RIT Information Resources, whether affiliated with RIT or not, from on campus or from remote locations, including but not limited to: students, faculty, staff, contractors, consultants, temporary employees, alumni, guests, and volunteers.

What are RIT Information Resources?

RIT Information Resources include but are not limited to:

  • RIT-owned or leased transmission lines, networks, wireless networks, servers, exchanges, Internet connections, terminals, applications, and computers
  • Information owned by RIT or used by RIT under license or contract, in any form, including but not limited to:
    • Electronic media
    • Portable media
    • Electronic hardware
    • Software
    • Network communications devices
    • Paper
  • Personal computers, servers, wireless networks, mobile devices, and other devices not owned by RIT but intentionally connected to RIT Information Resources.

What do I have to do?

Everyone who accesses RIT Information Resources should know and understand the four classes of information at RIT and appropriate handling practices for each class. Specific roles and responsibilities are detailed in the Information Access and Protection Standard.

Information Access & Protection Standard

 

Document Destruction

Document Destruction

Updated June 11, 2014

Why Have Document Destruction Activities?

Document Destruction Activities provide a focused opportunity for RIT faculty and staff to archive securely or dispose of paper records that contain private information. Private Information includes financial account numbers, social security numbers, driver’s license numbers and other information that can be used in identity theft. Participation in this activity will enable RIT to secure Private Information that could otherwise be used to facilitate identity theft. Document Destruction Activities are part of the RIT Private Information Management Initiative, but they are managed by your department.  We encourage all departments to schedule Document Destruction Activities.

Why are Document Destruction Activities so important?

With its concentration of student records and private information, Higher Education is often targeted by attackers hoping to harvest private information (e.g. Social Security Number, Bank Account Number, Credit Card Number or Drivers License) for use in identity theft.  In addition, careless storage or loss of records often leads to data breaches that require compliance with various state and federal laws requiring notification of affected consumers. For example, DataLoss DB (http://datalossdb.org/) indicates that almost 25% of breaches have been due to the inadvertent loss of private information, in both paper file and digital formats.  

Participation in Document Destruction Activities will reduce the likelihood for the RIT community to have their personal information fall victim to malicious attacks or loss. This activity will also provide an opportunity for faculty and staff to adhere to the RIT Records Management Policy (C22.0).  Any questions regarding the appropriate retention period can be addressed to the RIT Office of Legal Affairs.

When are my Document Destruction Activities?

Contact your Private Information Management Initiative representative to find out what activities are being planned in your college or division for document destruction.

What do I need to do for my Document Destruction Activities?

It is important that you keep track of any documents that may leave another person susceptible to identity theft attacks.  In preparation for your department’s Document Destruction Activities, please review the files in your office to ensure that you have not retained any private information (e.g. Social Security Number, Bank Account Number, Credit Card Number or Drivers License) that is not critical to your current work. Take this opportunity to review files and dispose of them in accordance with the RIT Records Management Policy (C22.0).

We encourage you to review your files now and dispose of those containing Private Information securely. Ensure that any RIT files in your home do not contain any private information.

How do I dispose of portable media and paper documents containing Private Information securely?

Visit our Information Disposal page for recommendations.

What if I have questions?

Contact your division or college's PIMI representative

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