Home
Tools & Resources
Data Sharing and Handling Tool

Data Sharing and Handling Tool

The DSH tool is intended to provide specific guidance (to support policy DM-01) on where to store institutional data, and general guidance on sharing, disposal and classification of institutional data. Use the dropdowns below to select criteria applicable to your data use scenario.

Step 1: What type of data is it?

Administrative

RESTRICTED

Organization financial and administrative information (e.g. HRMS, scholarship)

Alumni Trade Secret

RESTRICTED

Donor and academic records
Educational background
Campus activity
Financial aid
Scholarship
Information collected once a student is an alumnus

Donor Trade Secret

RESTRICTED

Name
Address
Telephone number
Relationship information
Giving information
Wealth
Giving score
Development priorities
Development strategy
Contact reports

Employee Health - Admin

CRITICAL

Medical information related to FMLA
Worker's compensation
ADA claims

Employee Relations - Case Files & Terminations

CRITICAL

Employee relations case files
Termination letters

Employee Eligibility & Verification

CRITICAL

Personal profile form
Form I-9
Supporting documentation for I-9 (copy of passport, driver's license, visa)

Employee Relations - Other

RESTRICTED

ADA accommodations letter
Grievance related forms
Job action reasons (i.e., medical leave, gross misconduct, etc.)
Performance improvement plans

Talent Acquisition

RESTRICTED

Background check reports
Hiring committee notes collected during hire process
Job applications

Personnel

UNIVERSITY INTERNAL

Faculty Annual Reviews
Faculty reappointment decisions
Offer Letters
Position files (position descriptions and position requisition forms)
Performance Reviews
Promotion and Tenure recommendations and votes
Telecommuting agreements
Awards or Commendations

Public Record Information

PUBLIC

Name
Business address
Business phone
Job title
IU email address
Compensation
Dates of first and last employment at IU
Education and training background
Job description
Previous work experience

Sensitive Identifiers

CRITICAL

Banking information
Biometrics (i.e. finger print, hand scan, full facial scan)
Credit card information
Driver's License number
Passport number
Personal health information
Social Security number
Visa number

Personal Demographics

RESTRICTED

Home address
Home phone
Gender
Ethnicity
Marital status
Veteran status
Disability status
Date of birth
Age

University Assigned Identifiers

UNIVERSITY INTERNAL

University ID

Animal Quarters Room Detail

RESTRICTED

Room classified as animals quarters

Project-Related Data

RESTRICTED

Bank Account Numbers

Utilities

RESTRICTED

State reporting/tracking/emergency shut off/locating of underground utilities

Room Data

UNIVERSITY INTERNAL

Departmental assignment
Number of seats-with associated floor plans
Official room numbers
Office occupant (person)
Square feet area
Type of space

Facility Work Orders - Maintenance Management System (AIM)

UNIVERSITY INTERNAL

Facility maintenance management/physical plant requests: From new keys/locks to small renovations including preventive maintenance

Teaching Room Utilization

UNIVERSITY-INTERNAL

Consists of an extract of Student Census blended with building/room data

Project Data: e-Builder

UNIVERSITY INTERNAL

Reporting
Task assignment
Budget
Status
Efficiency
Billing

Campus Map

PUBLIC

Aerial imagery
Building names
Building addresses
Emergency phones
Lighted pathways
Parking

Life Safety

RESTRICTED

Detailed floor plans showing gas, water, sprinkler,shut-offs, hazardous materials

Egress Plan

UNIVERSITY INTERNAL

Basic floor plans showing egress routes and shelter areas

Demographic Information

PUBLIC

Official building codes/names
Street address
Building size
Year of construction
Building ownership
IU Building List

Treasury: Electronic Claims Table

CRITICAL

Banking information
Credit card data
Customer name
Date of service
Invoice number
Passport number
Social security number
Student ID number

Commitments

RESTRICTED

Dean agrees to fund a special project or program for the Chair of a department
Funds are pledged for new faculty or university initiative start-up costs

Capital Assets

UNIVERSITY INTERNAL

Asset description
Create date
Location information
Manufacturer
Model
Status code
Tag number
Type
Useful life
Vendor

Capital Asset Payments

UNIVERSITY INTERNAL

Asset cost amount
Accumulated deprecation,
Payment account and funding source

Chart of Accounts

UNIVERSITY INTERNAL

Account guidelines
Consolidations
Levels
List of accounts
Object codes
Organizations

Cost Accounting - Facilities & Administration Rate

UNIVERSITY INTERNAL

Asset information from the Capital Asset Management system
Financial information from the General Ledger and Labor Ledger;
High level statistical data from Human Resources, Student and other IU departments
Interest by building from Treasury
Space and room function information from Space Management
Specific manual detail data collected and maintained from various departments

Cost Accounting - Recharge/Service Center Compliance Review

UNIVERSITY INTERNAL

Asset information from the Capital Asset Management system
Financial information from the General Ledger and Labor Ledger
High level statistical data from Human Resources
Interest by building from Treasury
Specific manual detail data collected and maintained from various departments

Ledger Transactions

UNIVERSITY INTERNAL

Transactions from KFS e-Docs (Cash Receipts, DVs, Procurement Card, Transfer of Funds, Distribution of Income/Expense, Journal Vouchers, Accrual Vouchers, Salary Transfers, Benefit Transfers)
Transactions from other enterprise systems (Payroll, Travel, Student, Material Management)
Transactions from subsidiary systems

Vendor Tax Information

CRITICAL

Social security numbers for IRS tax identification (sole proprietors)

Vendor Bank Info (invoice)

RESTRICTED

Bank information

Payment Documentation

RESTRICTED

General supporting documentation (utilities, supplies, etc.) for Disbursement, Voucher, Payment Requests, and Procurement Card purchases

Bank Balancing Data

CRITICAL

Bank statements
Credit card income reconciling
Daily general ledger transaction data

Unclaimed Property

CRITICAL

Payroll checks
Refund checks
Stale bursar checks
Vendor checks

Custodial Funds

UNIVERSITY INTERNAL

Custodial fund history
Agreements
Revalidation
Reconciliation data

Accounts Receivable System

UNIVERSITY INTERNAL

Aging reports
Billing statements
Customer name
Customer address
Customer phone
Description of items and quantity ordered
Invoice reports

Payment Processing

UNIVERSITY INTERNAL

Amount of funds received
Check number
Customer name
Date
Processing organization

Write-Offs

UNIVERSITY INTERNAL

Amount being written off
Customer number
Explanation of why invoice is being written off
Invoice number that is being written off

HR Personally Identifiable Information

CRITICAL

Bank account numbers
Direct deposit
Social security number

HR Tax Records

RESTRICTED

Contributions
Deductions
Employee tax

HR Timesheet Records

UNIVERSITY INTERNAL

Funding data
Timesheet data

Demographic and Loan Information

CRITICAL

Adjustments
Assignment
Cancellation and benefit data
Demographic data related to the borrower
Loan disbursement amount
Payment information
Promissory note

Collection Data

CRITICAL

Internal collections: audit trail of correspondence with the borrower or delinquent account (i.e. letters, emails, memos)
External collections: Contact information for parents, spouse, relatives, credit bureau information, agency placement, acceleration data
External collections: contact information for parents, spouse, relatives, credit bureau information, agency placement, acceleration data

Employee, Student, & Vendor Information

CRITICAL

Copies of passports
Copies of VISAs
Citizenship
Social security number

Periodic Reporting / Returns

CRITICAL

941
ST-103
990-T
720
8300
8038
8233
W-7
Sales, excise, & withholding taxes

Reportable Payments & Forms

CRITICAL

1099 series
W-2
1098-T
1042-S
New hire reporting with states
Unemployment reporting through ADP

Credit Hours

UNIVERSITY INTERNAL

Credit Hour Enrollment figures, excluding Advanced College Placement (ACP), for the previous semester by campus or Responsibility Center (RC)

Official Budget

UNIVERSITY INTERNAL

Base, Current and Monthly budgets by chart, Fund Group, or Division/Organization

Operating & Appropriation Requests

UNIVERSITY INTERNAL

Operating, fee replacement, special state appropriations

Approved Fee Rates

PUBLIC

Student activity fee
Technology fee

Patient or Member of Health Plan

CRITICAL

Any dates such as: Birth, Service, Payment, Appointment, Death, Visit
Any unique identifying number, characteristic or code (e.g. unique diagnoses, unique physical feature: tattoo, world’s tallest person, 5 time MVP)
Biometrics (i.e. finger print, hand scan, full facial scan)
Demographic information such as: Name, Street Address, City, Zip Code, Phone Number, Email Address
Full facial photographs or similar images
Medical Records: Treatments, Diagnoses, Diagnostic Tests, Plan of Care, Surgeries, Outcomes
Numbers such as: Account, License Plate, Medical Record Number, Device Serial Number, Social Security Number, Insurance ID
Records that include: Drug and Alcohol Abuse, Sexually Transmitted Diseases (e.g. HIV), and Mental Health Status

Student - Administrative

RESTRICTED

Doctor's note for reduced course work
Immunization records
Physicals including those for athletes

Immigration Petition for Employment

CRITICAL

Generally I-129 or I-140 and supporting documentation or information which may contain SSN or other critical data

Study Abroad Student Participant Tracked Data

CRITICAL

Copies of passports
Copies of VISAs

Immigration Position Review

RESTRICTED

Audit/alert data
H1B (etc) approval periods
iCert data
LCA periods and minimum required wage information
PERM data
Snapshots for scholar reporting

Immigration Tracking Information

RESTRICTED

Audit/alert data
Category classification
Expense and funding numbers (no accounts)
Field of study
Fields to comply with employment authorization
Program begin and end date
SEVIS number
Subject area

International Admissions and Services Operations

RESTRICTED

Approvals
Communications
Dates
Stages
Status

Employment Based Public Inspection File and Notices

PUBLIC

Information tied to job (not person)
Notice of intent to hire an H1B, labor certification posting notice
Public inspection file and related documents/details

Study Abroad Program

PUBLIC

Study abroad program

Honors Program in Foreign Language

CRITICAL

Grade information
Lists
Student application
Where going
When going

Immigration Tracked Information

CRITICAL

Bank statements
Copies of passports
Copies of VISAs
Doctor medical exception note
Job offer letters

International Admissions and Services Operations

RESTRICTED

Foreign transcripts or other academic transcripts

International Partnerships

RESTRICTED

Agreements
Notes from discussion leading up to the agreements

Student LMS Data

RESTRICTED

Class roster
Exam and assignment grades
Personal characteristics
Course grade
Instant messages and emails
Class recordings

Circulation - Archive

CRITICAL

Item information
Patron information including SSNs as university ID numbers

Circulation

RESTRICTED

Bills and fines
Current address/phone
Current checkouts and holds
DOB (for Indiana resident non-IU faculty/staff/students)
E-mail address
Name
Permanent address/phone
Usernames and passwords for staff authorized to use WorkFlows client for staff access to library management system

Acquisitions

UNIVERSITY INTERNAL

Addresses
Company name
Contact names
Invoices
KFS vendor file IDs
Payment requests
Phone numbers
Purchase orders

Bibliographic

PUBLIC

Author
Call number
Checkout/hold status
Dates
Due date
Identifiers
Library location
Notes
Publisher
Subjects
Title

Vendor Tax IDs

CRITICAL

Could be social security numbers for sole proprietors

Purchase Order Involving Lab Animals

RESTRICTED

Lab animal locations, numbers, types, etc.
Researcher name, address, etc.

Vendor Bid Documentation

RESTRICTED

Details of a response to an RFQ/RFI/RFP solicitation prior to award
Vendor specifications, price quotations, other proprietary bid information

General Purchasing

UNIVERSITY INTERNAL

Vendor information
Purchase requisitions
Purchase orders
Vendor contracts and agreements

Awarded Bid Information

PUBLIC

Amount of bid
Name of company
Proprietor submission
Response to bid

Critical Data Elements

CRITICAL

Contact information
Date of birth
Criminal activity
Personal characteristics

Patient Applications

RESTRICTED

Electronic & paper records
Hard drives
Lab notebooks
Research protocols

Trade Secrets & Commercialization

RESTRICTED

Electronic & paper records
Hard drives
Lab notebooks
Research protocols

Public Data Elements

PUBLIC

Data on the tissue effects of musculoskeletal resulting from osteoporosis and chronic kidney disease
Data on water samples in Indianapolis waterways
Field data from an ecological study of birds
Genomic sequences for animal species

Research Negotiations

RESTRICTED

Agreement type
Electronic documents
Negotiator names
Principal investigator names
Sponsor
Start and end dates of negotiation
Status

Research Proposal Development

UNIVERSITY INTERNAL

Funding level proposed,
Funding source
Intellectual and financial credit splits
Lead units involved in the research
Principal investigators and key persons names
Proposal documents
Title of proposal/study

Research Institutional Proposal

UNIVERSITY INTERNAL

Funding level proposed
Funding source
Intellectual and financial credit splits
Lead units involved in the research
Principal investigators and key persons names
Proposal documents
Title of proposal/study

Research Questionnaires

UNIVERSITY INTERNAL

Certifying responsibility for the research to be conducted
Eligibility of principal investigator to conduct research via a federal entity
Regarding conflict of interest
Regarding whether application is to be submitted to a federal or federal pass-thru sponsor

Research Subawards

UNIVERSITY INTERNAL

Budget
Co-PIs
Information related to subawards provided to other institutions
Lead unit
Timeframes
Title

Research Award

UNIVERSITY INTERNAL

Detailed Award Budget tool;
F and A rates
Currently available funds (obligated),future funding (anticipated)
Development Proposal provides Award Budget details, Subaward; Terms and Conditions
Direct and Indirect (optional) funding levels
Funding level proposed
Funding levels
Funding source
Institutional Proposals as Funding source
Intellectual and financial credit splits
Lead units involved in the research
Links to other Modules
Principal investigators and key persons names
Proposal documents,
Required approvals for equipment
Required approvals for foreign travel
Subawards
Title of proposal/study

Quality Improvement - Human Subjects Research Auditing

CRITICAL

Audit records and reports may contain details about protocol deviations
IRB protocols
Reportable and non-reportable noncompliance including subject level PHI such as name, DOB, MRN and details about study procedures completed by the individual, including outcomes
Audit records may also contain information from financial Conflict of Interest Management Plans for members of the research team

Research Integrity Sequestered Data (PHI)

CRITICAL

Electronic and paper copies
Hard drives
Medical records
Research Data

Committee Membership

RESTRICTED

Names
Contact Information
CVs/Resumes
Specialities
Conflicts of Interest
Gender (Institutional Review Board members only)

COI Disclosures

RESTRICTED

Annual disclosure required for all persons involved in the design, conduct and reporting of research
Committee Minutes and determinations
Department
Entities outside of IU
Financial entities
Management plans or best practices memos approved by COI committees for mitigating financial conflicts of the investigator and the research
Role at university
Travel reimbursements and dollar amounts in ranges
Username

Export Controls

RESTRICTED

Description of researchers' technology or product that must be secured
Other handling procedures

Human Subjects (IRB) Records

RESTRICTED

Participant complaint tracking log
Records of Amendments
Renewals and other incidents reported to the IRB during the course of the research protocol being conducted

Research Integrity Case Files

RESTRICTED

Correspondence from complainant and respondent
Deciding official
Review and feedback from committee

COI Disclosure Status

UNIVERSITY INTERNAL

Date of completion
Name
Status (e.g. complete, pending, incomplete)

Radiation Safety Committee Documents

UNIVERSITY INTERNAL

Meeting minutes and determinations
Reviews of Occupational Health and Safety Programs- staff exposure to radiation

Research Compliance Training Records

UNIVERSITY INTERNAL

Collaborative Institutional Training Initiative (CITI) records
Educational Opportunities records, rosters

Animal Care and Use (IACUC)

RESTRICTED

Locations or room numbers housing animals used in research
Minutes from Committee Meetings and documentation of review and determinations
Research protocols listing personnel involved in the research
Research procedures and data collection methods
Species of animals

Biosafety

RESTRICTED

Could include IACUC or IRB protocol data
Locations of research
Minutes from Committee Meetings and documentation of review and determinations
Research procedures and data collection methods
Research protocols listing personnel involved in the research

Human Subjects (IRB) Protocols

UNIVERSITY INTERNAL

Research Procedures and data collection methods (including identification of drugs and devices)
Risks and protection procedures

Radiation Safety Committee Protocols

UNIVERSITY INTERNAL

IRB protocols
Locations and dosimetry calculations
Procedures involving radiation

Financial Aid / Student Loans (GLBA)

CRITICAL

Bank routing and account information
Credit card account information
FAFSA with SSN and driver's license
Parent tax information
Loan documents containing SSN

Clinical Health Data

CRITICAL

Lab animal locations, numbers, types, etc.
Researcher name, address, etc.

Admissions Records

RESTRICTED

Admission application data
High school data
Letters
Placement scores
Residency classification
SAT and other entrance exam test scores
Transfer articulation
Transcripts from high schools and other universities (that do not contain SSN or other critical data)

Academic-Education Records (FERPA)

RESTRICTED

Academic transcript
Advising records,
Class recordings
Class rosters,
Class schedule
Degree maps and progress reports,
Exam and assignment grades
Faculty grade book
Financial aid resources
GPA
Holds
Payment history
Personal characteristics (ethnicity, date of birth, marital status, military status etc.)
Registration and enrollment records
Residency
SAP
Scholarships
Student bills
Student conduct and disciplinary records

Admin Health Data

RESTRICTED

Doctor's note for reduced course work
Immunization Records
Physicals including those for athletes

Student Life, Services, Housing

RESTRICTED

Career planning files, including placement information and employers' files
Co-curricular transcript
Event attendance tracking
International programs and services files
Probation information

Directory Information

PUBLIC

Student name
Major
Degree
Dates of attendance
Campus
School
Class standing (e.g. sophomore)
Awards
Sports
Schedule of classes
Course catalog
Username
IU email address

Sensitive Identifiers

CRITICAL

Banking information
Biometrics (i.e. finger print, hand scan, full facial scan)
Credit card information
Driver's License number
Personal health information,
SEVIS number
Social Security Numbers
Visa number

Personal Demographics

RESTRICTED

Country of citizenship
Date of birth (except in the Health Domain)
Ethnicity
Gender
Home address
Home and cell phone
Pronouns
Marital status
Military status
Residency

University Assigned Identifiers

UNIVERSITY INTERNAL

University ID numbers

Future Dated Trips

RESTRICTED

Contact info
Dates of travel
Location of travel
Estimated costs
Registration

General Travel & Trips

RESTRICTED

Contact info
Travel plans
Hotel reservations
Dates of travel
Reimbursement

Past Dated Trips

RESTRICTED

Contact info
Dates of travel
Location of travel
Costs
Hotel
Registration
Attendance
Reimbursement

_{Note: Passphrases and digital certificates do not meet the definition of institutional data and are to be managed as information technology safeguards.}

Site Navigation

Contact US

University Data
Management Council

Email: iudata@iu.edu