Procedures

RIT Faculty and Staff Responsibilities

Private Information Management Initiative -- Faculty and Staff Responsibilities

All RIT faculty and staff are expected to follow the Private Information Management Initiative (PIMI) remediation requirements below:

  • Review paper files for Private information.
  • Scan RIT computers with Identity Finder for Private information (if Identity Finder is not available, scanning with an alternative tool or reviewing the computer for Private Information is recommended). The Information Security Office will initiate scans of most computers monthly.
  • Scan or review personal/home computers, portable devices, and media for Private information (e.g. Social Security Number, Bank Account Number, Credit Card Number or Drivers License).
  • Inform your manager in writing if there is a compelling business reason for retaining private information. Promptly secure the information in compliance with the RIT Information Access and Protection Standard.
  • Notify and receive approval from your PIMI Information Steward/Management Representative.
  • If you're unable to remediate the information found within Identity Finder, please redact (securely erase or securely destroy) unnecessary private information.
  • Complete the Digital Self Defense 103 (2009) Information Handling course. (Center for Professional Development, online) *Note: this requirement is waived if he or she does not handle RIT Private or Confidential information.

Additional Requirements for Department Managers

  • Ensure faculty and staff have reviewed paper files and scanned or reviewed electronic files.
  • Ensure faculty and staff have redacted, securely erased or securely destroyed unnecessary Private information (e.g. Social Security Number, Bank Account Number, Credit Card Number or Drivers License).
  • Receive authorization to retain any Private information from the Divisional VP/Information Steward/Management Representative and the Information Security Office.
  • Secure the remaining Private Information in compliance with the RIT Information Access and Protection Standard.

 

Requirements for Faculty/Staff

Requirements for Faculty and Staff

Security Standards

Standard

When does it apply?

Desktop and Portable Computer Standard Always
Password Standard Always
Information Access & Protection Standard Always
Computer Incident Handling Standard Always
Portable Media Standard If you are storing Private or Confidential information on portable media, such as USB keys, CDs, DVDs, and flash memory. If you must store Private information on portable media, the media must be encrypted.
Web Security Standard
If you have a web page at RIT, official or unofficial, and you:
  • Own, administer, or maintain an official RIT web page that hosts or provides access to Private or Confidential Information.
  • Use RIT authentication services
Signature Standard If you are sending out an e-mail, MyCourses, or Message Center communication relating to Institute academic or business purposes. This applies to both RIT and non-RIT e-mail accounts.
Server Security Standard If you own or administer any production, training, test, or development server, and/or the operating systems, applications or databases residing on it.
Network Security Standard
If you own or manage a device that:
  • Connects to the centrally-managed Institute network infrastructure
  • Processes RIT Confidential or Operationally Critical information
Account Management
  • If you create or maintain RIT computer and network accounts.
  • Managers reporting changes in access privileges/job changes of employees.
Solutions Life Cycle Management
RIT departments exploring new IT services (including third-party and RIT-hosted, and software as a service) that meet any one or more of the following:
  • Host or provide access to Private or Confidential information
  • Support a Critical Business Process
Disaster Recovery

For business continuity and disaster recovery.  Applies to any RIT process/function owners and organizations who use RIT information resources.

NOTE The “in compliance by” date for this standard is January 23, 2016.
Authentication Service Provider Standard

If you are providing authentication services on network resources owned or leased by RIT.

NOTE The Authentication Service Provider Standard will retire on January 23, 2015 and be replaced by the Account Management Standard.

All instances of non-compliance with published standards must be documented through the exception process.

Information Handling Quick Links

Link Overview
Digital Self Defense 103 - Information Handling Covers important security issues at RIT and best practices for handling information safely.
Disposal Recommendations How to safely dispose of various types of media to ensure RIT Confidential information is destroyed.
Recommended and Acceptable Portable Media List of recommended and acceptable portable media devices (such as USB keys, CDs, DVDs, and flash memory).
Mobile Device Usage Recommendations Recommendations for mobile device usage at RIT
VPN Recommended for wireless access to RIT Confidential information.
E-mail at RIT Improve the security of your e-mail at RIT.

Safe Practices

  • Visit our Keeping Safe section to find security resources and safe practices and to see our schedule of upcoming workshops.

Questions

If you have questions or feedback about specific information security requirements, please contact us.

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