Data Security Project

1. Data Security Project • PROJECT WRAP-UP Timeline – July 2011 through December 2012 Project Charge – Compile resources and best practices for the proper handling of confidential and sensitive data and implement these throughout organizations here at Rice University thus raising awareness of Rice University Policy 808 on the protection of personally identifiable information. Process methodology – The project process included targeting primarily departments that processed data defined as confidential and/or sensitive by University policy. Staff within the departments were surveyed and interviewed and a report was compiled for each department which included Data Security Support Recommendations.

2. Data Security Project Processed Totals through December 2012 • 57 Departments / Schools • 842 Surveys Collected • 294 Individual Interviews Processed • 318 Identity Finder User Licenses Active • 268 PGP Encryption User Licenses Active

3. Data Security Project Lessons Learned Email as unsafe transport for confidential/sensitive information The most common issue found throughout the project's life was the fact that a large percentage of respondents to the Data Security survey acknowledged the use of email to transport confidential and/or sensitive information. This issue was a focus for the project since the beginning. As we interviewed respondents and upon reporting back to organizations we made it clear that emailing confidential and/or sensitive information was not safe and that encryption or password protection should be utilized in the rare cases where emailing this kind of information is necessary. Working with the IT Security Office, the project recommended the purchase of Proofpoint - a system that helps prevent accidental data loss through email.

4. Data Security Project Lessons Learned Utilizing lockable cabinets for storage of confidential and/or sensitive paperwork • This was a regular recommendation as many respondents were found either not having access to a lockable cabinet for storage of confidential paperwork or the cabinet that they were utilizing was not working to lock properly or had no lock at all. This recommendation was heavily publicized throughout our best practices media.

5. Data Security Project Lessons Learned Mobile Phones/Devices utilized for Rice business and/or receiving Rice email should be pin protected • With the proliferation of mobile devices, both personal and Rice owned, here on campus it is most important to make certain that these devices are pin protected. This will help to protect, not only your personal data on your device but that of Rice University’s which you may receive via email.

6. Data Security Project Lessons Learned Office configurations that are vulnerable to prying eyes and ears • Some departmental challenges lie in office configurations. Some high traffic areas are vulnerable when handling confidential and/or sensitive information. Recommendations include computer filter screens for monitors and reminding staff to be aware of paperwork that is being worked on so that it is not easily viewed by those entering the area.

7. Data Security Project Lessons Learned Making shredders available • Having a shredder available for staff is very important so that no confidential/sensitive paperwork is thrown in the trash thus becoming a risk for the University. Having a shredder in a central location and available for all staff was heavily recommended.

8. Data Security Project Stay Tuned for what’s coming! Proofpoint Software Sending confidential and sensitive information via email should be avoided. In some cases, institutional data loss occurs through email, either by sending emails to the wrong address (or addresses) or not knowing confidential information is in an email in the first place (like an excel attachment). Proofpoint, a system that will sit between our outgoing email servers and the Internet, will help protect against this. In addition, it will provide an option to encrypt emails for those that need to send information via email to outside organizations. More information about Proofpoint and how to use it's encryption features is on its way.

9. Data Security Project Stay Tuned for what’s coming! Data Security Awareness Training Modules The Data Security Awareness Training Modules are currently being finalized and promise to be a huge step in the right direction in order to keep best practices for information security fresh in everyone’s mind for future years to come. The training modules were developed through close working relationships between the IT Security Office, the Data Security Project and the Jones Business School. These modules include “Email Security, Mobile Device Protection, Identity Protection and Data Security”. The modules take the user through short but thorough lessons on best practices and finally move the user to a short test at the end of every module. Fashioned with like methodology used for the Sexual Harassment training, this Information Security Awareness training is a strong component for the ongoing training of current and future Rice Faculty and Staff.

10. Data Security Project Media Campaigns The Data Security Desk Assistant card is a postcard sized double sided card which reminds the user of the importance of proper handling of confidential and sensitive data. Also in working with Carlyn Chatfield in the IT communications office we have designed and put together a “Data Security Best Practices” brochure which provides a host of useful pointers and resources for all Rice Faculty and Staff. The production of the paper media will be limited but will also be duplicated on the web.

11. Data Security Project Questions? Frank Rodriguez Rice University Data Security Project 6100 Main Street MS 750 Houston, Texas 77005 Tel – 713-348-6295 Fax – 713-348-6099 Visit the Data Security Website: http://www.it.rice.edu/datasecurity