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Keep Confidential Data Secure · Current Students · UCSF School of Pharmacy
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<div class="region region-content"> <div id="block-system-main" class="block block-system"> <div class="content"> <div id="node-7396" class="node node-page clearfix" about="/current/tech/security/data" typeof="sioc:Item foaf:Document"> <div class="content"> <div class="field field-name-body field-type-text-with-summary field-label-hidden"><div class="field-items"><div class="field-item even" property="content:encoded"><p>Understanding how to keep confidential data secure is an important part of <a href="/current/tech/security">technology security</a>. The information below has been simplified somewhat so that it is easier to understand as an introduction to these issues.</p> <p>Federal and state laws and University policy indicate that</p> <p class="eyecatching">Confidential data must be stored, delivered, and removed securely.</p> <p>but this is much easier said than done.</p> <p>Information security:</p> <ul> <li>is a very complicated topic—administratively, politically, socially, and economically.</li> <li>is a moving target—there are new vulnerabilities, new exploits, new technologies, and new claims of security every year.</li> <li>has best practices that can change over time.</li> <li>is implemented differently from organization to organization.</li> </ul> <p>These issues are very complicated but also very important for you to understand.</p> <p class="eyecatching">When you haven't been assured that confidential data is being stored, delivered, or removed securely, <strong>ask questions</strong>.</p> <p>We encourage you to ask questions of your co-workers and your information technology providers not just now at <abbr title="University of California, San Francisco">UCSF</abbr> but also throughout your entire career as a health care professional.</p> <h2>Why bother?</h2> <p>Protecting confidential data is important and in your best interest because:</p> <ol> <li><strong>It’s ethical</strong>: Patients and research participants usually don’t want your data about them shared with anyone in a way that associates names or personal identifiers with specific data.</li> <li><strong>It’s less expensive</strong>: You can be held personally liable for fines of up to <abbr title="United States dollars">US$</abbr>250,000 <strong>per violation</strong>.</li> <li> <p><strong>It’s less trouble</strong>:</p> <ol> <li>Would you want a misdemeanor to appear on the criminal background check required for your next job?</li> <li>Would you want the licensing board to be notified of your recent failure to protect confidential data?</li> <li>Are you prepared to spend years in prison?</li> </ol> </li> </ol> <p>Once again:</p> <p class="eyecatching">Confidential data must be stored, delivered, and removed securely.</p> <h2>Stored securely</h2> <ol> <li> <p><strong>For computers, tablets, and smartphones</strong>: All devices must meet <a href="http://it.ucsf.edu/policies/ucsf-minimum-security-standards-electronic-information-resources">UCSF minimum security standards</a>, including <a href="https://it.ucsf.edu/how-to/device-encryption">device encryption</a>. For mobile devices, see <a href="http://it.ucsf.edu/policies/recommendations-securing-mobile-devices">Recommendations for Securing Mobile Devices</a>.</p> </li> <li><strong>For USB drives and other portable storage devices, </strong>see the examples at <a href="http://it.ucsf.edu/how_do/recommended-security-products">Recommended Security Products</a> or create an encrypted volume in which you can store confidential data. On Macs, use Disk Utility. On Windows, use the encryption software provided by UCSF.</li> <li><strong>The backup of your data</strong> must be stored securely as well, ideally encrypted. If you're not sure if it is, ask the provider of your backup solution.</li> </ol> <h2>Delivered securely</h2> <ol> <li><div style="max-width: 373px;" class="media media-element-container media-half ucsf-images-wrapping-right"><picture class="media-element file-half"> <!--[if IE 9]><video style="display: none;"><![endif]--> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458 1x" media="(min-width: 1025px)"></source> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458 1x" media="(min-width: 801px) and (max-width: 1024px)"></source> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458 1x" media="(min-width: 641px) and (max-width: 800px)"></source> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_third/public/current/media-browser/secure-email-example.gif?itok=tgN96RqQ&timestamp=1491945458 1x" media="(min-width: 481px) and (max-width: 640px)"></source> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458 1x" media="(min-width: 431px) and (max-width: 480px)"></source> <source srcset="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458 1x" media="(min-width: 0px) and (max-width: 430px)"></source> <!--[if IE 9]></video><![endif]--> <!--[if lt IE 9]> <img class="media-element file-half" src="/sites/pharm.ucsf.edu/files/styles/lab_half/public/current/media-browser/secure-email-example.gif?itok=bHmSkCbB&timestamp=1491945458" alt="screenshot" title="" /> <![endif]--> <!--[if !lt IE 9]><!--> <img class="media-element file-half" srcset="" alt="screenshot" title="" /> <!-- <![endif]--> </picture></div><strong>Never send unencrypted confidential data in email</strong>—regular email is not secure. To send messages securely from your <abbr title="University of California, San Francisco">UCSF</abbr> email account, add <strong>Secure:</strong> (Secure colon space) to the beginning of your subject line. This tells the system to deliver your message in a secure manner involving encryption. (This feature is specific to <abbr title="University of California, San Francisco">UCSF</abbr> email and does not work when you send mail from other mail services. Also, this feature is not compatible with LISTSERV mailing lists—don’t use this feature with messages to LISTSERV addresses.)</li> <li> <p><strong>Double-check</strong> that your addressee is the correct person and that the address is spelled correctly.</p> </li> <li><strong>Don’t forward your <abbr title="University of California, San Francisco">UCSF</abbr> email</strong>—Don’t use Gmail or any other external email service to check your <abbr title="University of California, San Francisco">UCSF</abbr> email. Don’t forward your <abbr title="University of California, San Francisco">UCSF</abbr> email to any outside mail service. If a colleague of yours happens to send unencrypted confidential data to your <abbr title="University of California, San Francisco">UCSF</abbr> email account, checking or forwarding email in this manner exposes that confidential data to parties not authorized to have access to that data. Details: <a href="/current/tech/security/data/external">Using an External E-mail Account</a>.</li> <li> <p><strong>When using mobile devices</strong>—Checking <abbr title="University of California, San Francisco">UCSF</abbr> email on mobile devices is riskier than on non-mobile devices because they are more easily lost and stolen. You cannot predict when a colleague might send unencrypted confidential data to your email account, and you cannot predict when your phone will be lost or stolen.</p> <ol> <li><strong>Safest:</strong> Avoid doing so if you can—this is the safest action to take.</li> <li><strong>Almost certainly safe:</strong> Use the device’s web browser to check <abbr title="University of California, San Francisco">UCSF</abbr> email at <a href="https://mail.ucsf.edu/">https://mail.ucsf.edu</a>. Webmail will always connect securely.</li> <li><strong>Somewhat safe:</strong> Download messages to your device using methods described on <abbr title="University of California, San Francisco">UCSF</abbr> web pages.</li> <li><strong>Unsafe:</strong> Any checking of <abbr title="University of California, San Francisco">UCSF</abbr> email on mobile devices in scenarios other than described above is considered unsafe.</li> </ol> </li> </ol> <h2><a id="remove" name="remove"></a>Removed securely</h2> <p>On nearly all devices, deleting something doesn’t erase the data by default; it only updates a storage allocation table to mark that space as available. The data appear to have been deleted, but someone with the right access, knowledge, and tools can <a href="https://www.google.com/search?q=data+recovery+tools">recover the data</a>, <a href="https://www.google.com/search?q=data+recovered+very+easily+site%3Alifehacker.com">sometimes very easily</a>.</p> <p>Follow instructions provided by the manufacturer to restore the operating system to its initial state. For example:</p> <ul> <li> <p><a href="https://support.apple.com/en-us/HT201065">What to do before you sell, give away, or trade in your Mac</a></p> </li> <li> <p><a href="https://support.apple.com/en-us/HT201351">What to do before you sell, give away, or trade in your iPhone, iPad, or iPod touch</a></p> </li> <li> <p><a href="https://support.apple.com/en-us/HT201274">How to erase your iPhone, iPad, or iPod touch</a></p> </li> <li> <p><a href="https://web.archive.org/web/20230531232702/https://support.hp.com/us-en/document/c04758961">HP PCs - Performing an HP System Recovery (Windows 10)</a></p> </li> <li> <p><a href="https://www.dell.com/support/kbdoc/en-us/000124379/factory-reset-restore-or-reinstall-microsoft-windows-on-a-dell-computer">Factory reset, restore, or reinstall Microsoft Windows on a Dell computer</a></p> </li> <li> <p><a href="https://support.lenovo.com/us/en/solutions/ht071861">Lenovo: How to restore factory settings - idea laptops/desktops/tablets</a></p> </li> </ul> <p>If the device no longer operates normally, it should be securely destroyed. See <a href="/#destroy">Secure destruction</a> below.</p> <h3><a id="destroy" name="destroy"></a>Secure destruction</h3> <p>Don’t attempt to destroy equipment yourself since:</p> <ul> <li>we care about your safety and</li> <li>data destruction professionals have a better understanding of which pieces of a device need to be destroyed and how small they need to be for confidential data to be unrecoverable. For example, see <a href="http://cseweb.ucsd.edu/~swanson/papers/TR-cs2011-0968-Grind.pdf">Destroying Flash Memory-Based Storage Devices (PDF, 5 pages, 248 KB)</a>.</li> </ul> <p>How to securely destroy confidential data:</p> <table class="c1-25pc collapse"> <tbody> <tr> <th scope="row"> <p>Faculty and staff</p> </th> <td> <ul> <li>The <a href="http://sustainability.ucsf.edu/">Office of Sustainability</a> offers regular e-waste recycling events that are advertised via e-mail announcements and posters. You can dispose of devices containing confidential data at these events, and they will be destroyed securely. See <a href="http://sustainability.ucsf.edu/get_involved/upcoming_events">Upcoming Events</a> or contact them at <a href="/cdn-cgi/l/email-protection#f69a9f809f98919184939398b683958590d8939283"><span class="__cf_email__" data-cfemail="107c7966797e77776275757e50657363763e757465">[email protected]</span></a>.</li> <li>Our Data Center Operations team accepts many devices and securely destroys them at no cost to the UCSF community. You just need to deliver them in person. See <a href="http://it.ucsf.edu/services/drive-tape-and-data-destruction">Drive, Tape, and Data Destruction</a>.</li> </ul> </td> </tr> <tr> <th scope="row"> <p>Others</p> </th> <td> <p>Use a service provider focused on secure disposal of equipment such as:</p> <ul> <li><a href="https://www.greendisk.com/gdsite/default.aspx">GreenDisk</a> and their <a href="http://greendisk.com/gdsite/pack-ITservices.aspx">Technotrash Pack-IT Service</a></li> <li><a href="https://retire-it.com/">Retire-It</a></li> <li><a href="https://semshred.com/">Security Engineered Machinery (SEM)</a></li> <li><a href="https://www.zakenterprises.com/">Zak Enterprises</a></li> </ul> </td> </tr> </tbody> </table> <h2>Related info</h2> <ul> <li><a href="https://en.wikipedia.org/wiki/Data_erasure">Data erasure</a></li> <li><a href="https://en.wikipedia.org/wiki/Data_remanence">Data remanence</a></li> <li><a href="https://pharmacy.ucsf.edu/privacy">About Privacy</a></li> <li><a href="https://it.ucsf.edu/how-to/clean-your-personal-byod-computer-when-leaving-ucsf">Clean up your Personal (BYOD) Computer When Leaving UCSF</a></li> </ul> <h2>Questions?</h2> <p>Contact your program’s administration office or contact <a href="http://it.ucsf.edu">Information Technology</a>.</p> <p class="goto"><strong>Go to</strong>: <a href="/current/tech/security">Technology Security</a></p></div></div></div> </div> </div> </div> </div> </div> </div> <div id="sidebar-first"> <div class="region region-sidebar-first"> <div id="block-domain-menu-block-main-menu" class="block block-domain-menu-block"> <div class="content"> <div class="skip primary"> <a href="#postnav">Skip primary navigation</a> </div> <div class="menu-block-wrapper menu-block-main-menu menu-name-d9e37ff85327f374c476b641c7256ddf parent-mlid-0 menu-level-1"> <ul class="menu"><li class="first leaf menu-mlid-62841"><a href="/current" tabindex="0">Home</a></li> <li class="collapsed menu-mlid-115951"><a 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