Policies & Procedures

Data Handling Standards

Classification Label Public Internal Restricted
Confidentiality Low Moderate High
Description All university data acceptable for public consumption. All data used for conducting university business that is not meant for distribution beyond the university. All university data is considered "Internal" until classified otherwise. All university data for which an unauthorized disclosure may result in identity theft or university liability for costs or damages, under laws, government regulations or contract.
Storage
Electronic data (server, desktop workstation, laptop, USB drive, handheld, etc.)  
  • Not publically accessible
Non-electronic data (paper documents, white or black boards, photographs, etc.)  
  • Secure location with appropriate physical controls
  • Data owner's approval
  • Secure location with appropriate physical controls
  • Labeled at data owner's discretion
Transmission
Campus Mail    
  • Secured and labeled at data owner's discretion
External Mail      
Fax      
Telephone (POTS)      
Other Electronic Transmission (internal and external* e-mail, file transfers, VoIP, etc.)    
  • Encryption required
Disposal
Electronic data
  • Delete
  • Delete
  • Redact
Non-electronic data
  • Recycle
  • Redact
  • Shred with cross-cut shredder
  • Redact
  • Shred with cross-cut shredder (see Virginia Administrative Code) Note: Although you may not have a cross-cut shredder, as long as the shredded records are pulped or incinerated, it meets the requirements of the regulations that Social Security Numbers in the records be made, "...unreadable or undecipherable by any means."

*External e-mail containing Social Security Numbers (SSN) and/or Credit Card Numbers (CCN) are prohibited.

Revised and approved by CIO, May 2, 2011.
Revised and approved by CIO, September 2, 2011.

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Information Technology Services
on www.longwood.edu

Contact

Information Technology Services

French Hall

201 High Street

Farmville, VA 23909

(434) 395-4357

(434) 395-2034

Fax: (434) 395-2035