Google storage changes in 2022
Google has announced placement of caps on storage use, at 30% of the current total data stored in the IU Google instance. As a result, the university must limit the total storage footprint used by all IU services in Google systems to avoid drastically increased costs.
Data Privacy Day 2022 is January 28
Don’t forget that international Data Privacy Day is January 28. It is always a good time to reaffirm your acceptable use agreement and update your required compliance training for the year. We appreciate your continued efforts in making data protection and privacy a priority; you play a key role in ensuring the confidentiality, integrity, and accessibility of the data we collect at IU.
The 2022 Data Protection and Privacy Tutorial is now available
The 2022 Data Protection and Privacy Tutorial is now available in Canvas. We encourage all employees to take a look at the new content and complete the quiz to obtain a certification. We recommend this as a standard training for all new employees or for anyone looking for a refresher. It is a good introduction to privacy and highlights best practices for managing institutional data at IU.
Manage my storage tool For Teams and Shared Drive
The UIPO would like to announce that a new storage management tool that is now available within the IU Institutional Storage request form. Current storage owners or those who request new storage locations will have access to make modifications to their Microsoft Teams or Google Shared Drives.
Tech tips for returning to campus
As you gear up for returning to campus in August, here are a few tech tips for consideration.
Fireform approved for critical data
The data stewards recently approved Fireform for collection of critical data with the exception of PCI (credit card, banking payment card industry) data.
New Institutional Storage Request Form is available
In preparation for the Box retirement, we have new storage services available for institutional data in both the Microsoft and Google environments. To request a new storage location for upcoming projects, you may submit a request using the form at storage.iu.edu. We do recommend consulting with your IT Pro first to see if they have already setup new storage locations for your department.
As many of us continue to work from home or a remote location, it is important to remain vigilant in our security practices and to safeguard the data we manage on a daily basis. Read more on the Knowledge Base about how to keep working from remote locations.
Zoom Security and Recording Guidance
Zoom at IU offers several features and options that can help you maintain the integrity of your Zoom meeting or webinar. For tips to help secure your Zoom meeting and for additional information about recording and securing HIPAA and FERPA protected information, see the KB article: Prevent Zoombombing using Zoom privacy and security features.
Box Retirement, Where to store restricted and critical data
As part of the Box retirement migration, both Microsoft storage and Google enterprise storage will be available for Restricted data and certain types of Critical data. Future communications will provide the timeline for when these environments will be ready for this type of institutional data. Pre-approved solutions (similar to Box Health and Box Entrusted) are being evaluated. For details, see the KB article: About dedicated file storage services and IT services with storage components appropriate for sensitive institutional data, including research data containing protected health information.
Google’s Hangouts Chat is approved for Public and University-Internal information
Hangouts Chat (a Google GSuite application) has been approved by the UDMC as a replacement for Google Chat and may be used to share documents containing public and university-internal information. Hangouts Chat should not be used for sharing information classified as restricted or critical.
New Box Drive feature, "Mark for Offline" (MfO) is approved to replace Box Sync
A new feature in Box Drive, “Mark for Offline” (MfO), has been approved by the UDMC as a replacement for current Box “Sync” functionality which is expected to be retired by the end of 2019.
Users working with protected health information (PHI) will be glad to know the University Data Management Council (UDMC) has approved the use of MS Office Online when working with documents stored in Box Health Data Accounts (BHDA). This approval comes after receiving a signed Business Associate Agreement (BAA) from Microsoft and the completion of a HIPAA alignment review. MS Office Online continues to be available for working with other types of documents stored in Box.
Recent discussions with the University Data Management Council (UDMC) and a group of Data Stewards has resulted in the Crimson Card Photo being classified as “Restricted” institutional data. Use of the photo is governed by the DM-01 Policy. The CrimsonCard Policy was also updated to add this restriction.
Required update to Acceptable Use Agreement
Recently, the University Data Management Council reaffirmed an interest in requiring a periodic re-assent to our acceptable use agreements, and sought approval for a CAS interrupt requiring users to re-assent on a two year basis. This was approved and implementation is expected in the first half of 2018.
Software and Services Selection Process
UITS is collaborating with the Office of Procurement Services to conduct expedited reviews for new software and cloud services requests from units. This Software and Services Selection Process (SSSP), ensures that existing IU software and services are fully leveraged whenever possible, that threats to IU data are minimized, and that the unit understands all resulting costs and risk choices before the desired solution is purchased.
Here is a summary of an incident at the University of Michigan, and what was learned to avoid incidents such as these in the future.
New Data Stewards and Rotating Members of UDMC
There has been an announcement of three new Data Stewards and two rotating members of University Data Management Council (UDMC).
Storage of Institutional Data Documents at IU Warehouse
IU Warehouse is no longer considered a secure site for storage of Institutional Information classified as Critical, Restricted or University Internal.
CDS Approved an Updated Institutional Data Standards Checklist
The CDS reaffirmed the requirement for system owners of new services and platforms to complete the Institutional Data Standards checklist for any services/platforms hosting critical data. Data Stewards may also require completion of this checklist for systems hosting restricted data. It is recommended that system owners conduct an optional self-assessment for services hosting only public and university-internal data.
This decision was based on recommendations from UIPO and UISO after discussion at the October 20th CDS meeting. They will therefore be managed as other information technology safeguards.
IU Release of Student Information Policy Changes
IU is no longer releasing student addresses or phone numbers to the public. A student's street address and phone number are no longer considered public information, or listed as part of the FERPA directory information at IU.
Data Stewards Approve Google Apps for Education for Restricted Institutional Data
After lengthy discussions and development of a list of considerations which must be met, the Committee of Data Stewards has approved the use of data classified as Restricted in Google Apps for Education.
Critical Data Guide Hard Copies Now Available For Request
In the past, the University Information Policy Office (UIPO) has provided hard-copies of the “Protecting Red Hot Data” (“flippy book“) containing a practical guide to how to appropriately collect, store, transmit and dispose of critical data. UIPO has recently updated and reformatted the flippy book into a new pocket-sized reference guide.
Third-Party Assessment (3PA) process improvements underway
As the demand for third-party assessments continues to grow it is necessary to update the process to strengthen risk analysis and realize efficiencies. The first step is a major modification to the review process and will be supported by a new version of the Data Inventory documentation instrument. A pilot is underway to evaluate expected process benefits. Although process improvements will continue for a while, the new review process should be implemented in Q2 of 2016.
Data Breach Results in Misdirected Payroll at ISU
Thirteen faculty and staff members at Illinois State University were the apparent victims of an information breach that allowed someone to divert their direct deposit payroll payments to another account, according to university officials.
Per the Herald Times, a cyber security expert at Indiana University expects a federal court to rule in favor of the FBI in its dispute with Apple Inc. over unlocking an iPhone, but he’s not so sure it should.
Office 2016 Distribution Approved
The Committee of Data Stewards approved the distribution of Office 2016 and One-Drive for University Internal and Public data at the February Committee meeting. They also recommended that UITS develop a training module to educate users on the appropriate uses for Office 365.
Upgrades to Enterprise Information Governance System (EIG)
Attention Data Stewards and Data Managers: The EIG system will be undergoing an upgrade on February 18th.
Showdown in Europe over privacy has U.S. firms ducking for cover
The free flow of data across the Atlantic, the lifeblood of modern business dealings, faces an uncertain future, despite a belated, high-level deal between European and U.S. officials this week.
EU-US Reach Agreement on Privacy Shield
EU Commission and United States agree on new framework for transatlantic data flows: EU-US Privacy Shield.
In an article from Inside Higher Ed, U of California professors object to new system -- installed secretly -- to monitor emails and use of computer networks. University cites security needs and pledges to protect privacy.
U.S. and Europe Fail to Meet Deadline
This article by the New York Times goes into details over a failed agreement about how digital information should be shared between the U.S. and Europe.
Network-Security Measures at UC Raise Some Professors’ Fears of Snooping
The University of California at Berkley installed the new hardware for cybersecurity purposes after a data breach last July. Officials say they have no intention of using it to monitor emails, and that policy forbids them to do so.
Data Privacy Day 2016 had a focus on staying safe online, with resources from several social media platforms.
From Chief Data Officer Sara Chambers, some definitions of privacy throughout history.
CDS Approves DSI role-based access plan
At the December Committee of Data Stewards meeting UITS staff presented a proposal for how Role-Based Access Controls would be configured and managed within the Decision Support Initiative. The CDS approved the proposed approach as part of their continuing commitment to development of role-based access.
Box Entrusted Data Accounts approved
Box was approved, using Box Entrusted Data Accounts (BEDA), to store and appropriately share institutional information classified as restricted. It is strongly recommended that any Restricted institutional data in Box be in a BEDA.
Box Health Data Accounts approved
Box was approved, using Box Health Data Accounts (BHDA), to store and appropriately share approved protected health information (PHI). Box has not been approved for storage and sharing of other critical data at this time.
Google Deceptively Tracks Students - goes against Student Privacy Pledge
EFF Launches 'Spying on Students' Campaign to Raise Awareness About Privacy Risks of School Technology Tools.
Work in finance or accounting? Watch out for 'whaling' attacks
From the CSO, these emails are tricky to detect, security firm Mimecast warns.
10 higher education buzzwords and phrases
An article from eCampusNews, if you still think MOOC is a buzzword, you couldn’t be more wrong. Here are the higher education buzzwords and phrases that some like to call “edubabble.”
Email phishers target IU students
In carefully crafted emails, hackers can pose as the University, University Information Technology Services or even students to request private information, such as account passwords, an IU passphrase, telephone numbers and more. It’s what email phishers use to gain access to personal accounts, such as those for banking or university information. If someone believes they have fallen victim to a phishing scheme by opening a suspicious email, users should immediately change their passphrase and report the incident in an email to phishing.iu.edu.
Decision Support Initiative to design role-based access
The Data Stewards are working with the Decision Support Initiative to design role-based access.
Kent Wada receives California’s Privacy Leadership in Education Award
UCLA chief privacy officer and director of strategic IT policy, is the 2015 recipient of the Privacy Leadership in Education Award, given by the California Information Security Office. The award honors an individual who has made extraordinary contributions toward the advancement, quality and effectiveness of privacy in their organization or for the state.
This Magic Moment: Reflections on Cybersecurity
National Cyber Security Awareness Month (October) provides those engaged in cybersecurity a chance to discuss the importance of security safeguards. This article by EDUCAUSE takes a look at the state of cybersecurity in higher education.
Googles Grant awarded to Penn State to Research Privacy Issues
Adam Smith, associate professor of computer science and engineering in Penn State's School of Electrical Engineering and Computer Science, has received a grant from Google to investigate privacy issues in a state-of-the-art training technique called deep learning.
Op-Ed: College kids have too much privacy
The Department of Education’s original intentions were admirable. Even though privacy is still a precious asset, the question is why should parents be tossed into the same category as perfect strangers?
IU expert offers tips on protecting personal data
From IT News, CACR director Von Welch helps navigate the world of cybersecurity.
