Personal Information

Being connected to the internet suggests that the internet is connected to you. Without concern and proper safeguards to protect the information you share, you are at a greater risk of cybercrime.

The university assumes its share of responsibility to protect sensitive information but you must do the same. The vast majority of data and identify thefts are not the result of enterprise breaches but a direct consequence of individuals who are complacent about sharing sensitive information or unaware of the risks.

Please take a moment to review this video to obtain a better understanding of how you can help protect yourself from cybercrime.

If you would like further information regarding what you can do to protect yourself against cybercrime, please contact the University Technical Assistance Center (extension 8822) to schedule an appointment with one of the IT staff.

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Secure Deletion Steps for Personal Information

Resources for: Faculty Staff
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Introduction

This document outlines the university approved process for securely deleting Personal Information (PI) and Protected Health Information (PHI) after the PI or PHI has been encrypted.

Prerequisite

Eraser Portable® Secure Data Remove software needs to be installed on your computer. Please contact UTAC at (973)-443-8822 to request the installation of this software. A member of USAN will assist with the installation and setup of the software.

Document Deletion Process

To securely delete an unencrypted version of a document that contain PI and/or PHI that has been encrypted, complete the following steps:

  1. Find the “Secure Deletion” shortcut folder on your computer desktop screen
  2. Cut and paste the unencrypted version of the file to be deleted into this folder
  3. Find the “Eraser Portable” shortcut folder on your computer desktop screen and click to open the folder
  4. Double Click on “EraserPortable.exe“. The screen below will appear
  5. Click on the Green Run arrow to erase the file securely
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  1. A dialogue box will appear
  1. Click “Yes
  2. When the deletion process completes, you will see a report appear
  1. You may check your “Secure Deletion” folder to see if all documents have been erased

Outlook E-mail Deletion Process

To securely remove emails which contain PI and PHI from your Outlook client, complete the following steps:

  1. Delete the email from your Inbox and/or Sent items folder
  2. Delete the email from your Deleted Items
  3. Go to “Recover Deleted Items
  4. Highlight Deleted Items Folder
  1. Then go to Folder > Recover Deleted Items
  1. Highlight email which requires permanent deleting and select “Purge Selected Items” and then click “OK“. Now message is permanently out of your email system
  1. Finally, click “OK” on the following screen
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Secure Encryption Steps for Personal Information

Resources for: Faculty Staff
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This document outlines the University approved process for securely encrypting Personally Identifiable Information (PII).

Prerequisite

7Zip software needs to be installed on the end user’s computer. Please contact UTAC at (973)-443-8822 to request the installation of this software. If justification is needed, notify UTAC that 7Zip is needed to encrypt documents containing PII.

Process

Encrypting Files and Folders

To encrypt a single file, find the file in your directory (or where you have it saved).

  1. Right click on the document (do not open the document)
  2. On the drop down menu, Find 7zip
  3. Click “Add to archive…
  4. When 7zip opens, there are three (3) settings which need to be changed:
    • Archive Format = Select zip from drop down
    • Encryption Method = select AES-256 from drop down
    • Check “show password” and type in a password that the user creates
    • Click “OK
    • A 7Zip Archive with the encrypted document will now appear in your directory

NOTE: Do not utilize any password that you use to access internal systems. The password cannot be recovered if forgotten.

Editing Encrypted Files and Folders

When editing an encrypted file or folder, you must make sure that you leave the 7zip archive open. If you close the archive, you will be able to work on the document, but it will not save.

Opening an Encrypted File or Folder

To open an encrypted file or folder:

  1. Right click on the 7Zip archive
  2. On the drop down menu, find 7Zip
  3. Click on the first “Open archive”
  4. Click to open your document

Saving an Encrypted File or Folder

To save an encrypted file or folder:

  1. Save the document as normal
  2. Upon closing document, the 7Zip archive will prompt the user to save the changes
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