Confidential data scanning means using a software tool to examine the files stored on your computer to discover which files, if any, contain confidential data. 

Although scanning tools find most confidential data, the results may not be comprehensive. For example, scanning tools typically miss image files that contain credit card images. You are responsible for knowing what data is on your computer and for taking steps to safeguard it.

What is Confidential Data?

As outlined in University Policy 5.10, Security of Electronic Information, data currently classified as confidential includes the following, when they appear in conjunction with an individual’s name or other identifier:

• Social Security numbers
• Drivers license numbers
• Credit card numbers
• Bank account numbers
• Patient treatment information

Confidential Data Scanning Tools

CIT provides a data scanning tool: Spirion. If any confidential data is found during the scan, you must decide how to handle it:

• If you no longer need the data, securely dispose of it. Secure disposal tools are included with Spirion.
• If you need to store confidential data on your computer, move it to a secure location and then contact your local technical support group who will encrypt the data. Spirion includes tools to move files to a secure location until they are encrypted.

CIT Guidelines

• If you know you work with confidential data, you must scan your computer once per month.
• If you do not work with confidential data, you must scan your computer twice per year.

Related CIT Policies

University Policy 4.12, Data Stewardship and Custodianship

Responsibilities

You are responsible for:

1. Understanding the definition of confidential data as defined in University Policy 5.10, Security of Electronic Information.
2. Scanning your computer using Spirion on the schedule outlined in CIT Guidelines. (Once per month if you work with confidential data. Twice per year if you do not.)

CIT Technical Support will install Spirion on your computer. You can also contact them for questions or support. Send an email to cit_support@cornell.edu.

Downloads/Installation

To install Spirion, contact CIT Tech Support. Send an email to cit_support@cornell.edu.