Disposal of Sensitive University Information

From: 
Jeff Vitter, Provost & Executive Vice Chancellor
Sent: 
Wednesday, May 04, 2011 1:04 PM
To: 
KU Lawrence Faculty and Staff
KU GTAs

Dear Faculty, GTAs, Staff, and the KU Community,

We are bringing another successful academic year to a close. This is a time of year when many of us will store or dispose of sensitive university information. I am writing to express appreciation for your efforts to ensure the security and privacy of university information. “Handling Information When Moving Around or Away from KU” by the KU Privacy Office provides quick access to useful tips (www.privacy.ku.edu/tips/moving.shtml).

I also want to make you aware of an additional resource. The Information Management Policies page (provost.ku.edu/infomanagement/policies) provides detailed guidance about electronic data disposal, data classification and handling, as well as KU’s general records retention schedule. Each unit should have procedures to securely manage and/or dispose of electronic or paper information and the Info Management project is a great resource for this job.

As our community has had great success in working toward continued sustainability, please be aware that on May 14, 2011, the City of Lawrence will also offer an electronic waste disposal opportunity to its residents. Note well, the City event is for personal, not university, devices. Any device containing university information should be properly wiped by the user prior to recycling of the device (although services may be offered to wipe a device, the university requires that certain steps are used to remove all university data from devices). See the Electronic Data Disposal Policy in the KU Policy Library (https://documents.ku.edu/policies/IT/DataDisposalPolicy.htm). Also, please remember, that devices requiring a data wipe prior to disposal include not only the computer, but also external hard drives, flash drives, iPods, iPads, smartphones, or other portable devices capable of storing data electronically. (www.technology.ku.edu/ewaste/).

I appreciate your efforts to protect the privacy of students, staff, faculty, and other in the KU community. If you have additional suggestions for materials to assist you as custodians of university information, do not hesitate to share them at provost@ku.edu. Best wishes for the end of the semester and a productive summer.

Rock Chalk!
  -- Jeff

Office of the Provost
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