ADMINISTRATORS SERIES PRIVACY AND SECURITY AT UF. Cheryl Granto Information Security Manager, UFIT Information Security
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1 ADMINISTRATORS SERIES PRIVACY AND SECURITY AT UF Susan Blair Chief Privacy Officer Cheryl Granto Information Security Manager, UFIT Information Security
2 RULES OF THE ROAD
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4 Information Highway Danger Zones Family Educational Rights and Privacy Act (FERPA): Student Records Authorizes Secretary of Education to end all federal funding if a university fails to comply with federal statute Health Insurance Portability & Accountability Act (HIPAA): Protected Health Information Civil penalties and DOJ criminal prosecutions, which may result in penalties and up to ten years of jail time Payment Credit Industry Data Security Standard (PCIDSS): Credit Card Information Noncompliant entities may be fined $500,000 per incident if cardholder information is compromised, and processing privileges may be revoked
5 UF Data Classifications Restricted Data subject to specific protections under law, regulations or contracts. Examples include, but are not limited to, medical records, social security numbers, credit card numbers, Florida drivers licenses, non-directory student records, research protocols and export controlled technical data. Sensitive Data whose disclosure would impair the function of the university, cause significant financial or reputational loss or likely legal liability. Examples include, but are not limited to, research work in progress, animal research protocols, financial information, strategy documents and information used to secure the University s physical or information environment. Open Data made generally available without specific approval. Examples include, but are not limited to, advertisements, job opening announcements, university catalogs, regulations and policies, faculty publication titles and press releases.
6 Restricted Data Restricted Data: Information, which if disclosed to unauthorized users, may have very significant adverse operational or strategic impact on an individual, a group or institution. This classification includes, but is not limited to, data restricted by law and legal contracts. Examples: Personally Identifiable Information SSNs, FDLs, financial data Medical Records Student Records
7 Hazard Number One Failing to complete specific Privacy and Security general awareness trainings. Privacy and Student Records in the Sunshine State HIPAA General Awareness or HIPAA for Researchers Mobile Devices & Healthcare Security: Restricted Data Training Security: Cyber Self-Defense
8 Hazard Number Two Being a Faculty member does not entitle you to any and all student information. Share student records with individuals who have official need-to-know Grades, UFIDs, Student photos Letters of Recommendations
9 Hazard Number Three Beware of including restricted data in unsecure s systems. Do not use personal accounts (hotmail, gmail, yahoo, etc.)to receive or transmit restricted data. Adhere to UF s Social Media Guidelines; do not disclose restricted information or talk about work related issues in blogs or on Facebook pages.
10 Hazard Number Four Any portable device (i.e., laptop, ipad, pda, cell phone, flash drive) that is used for collecting, storing, or communicating restricted data must be encrypted- no exceptions. Use of Social Security Numbers requires Privacy Office written permission.
11 Hazard Number Five Identity Theft Red Flag Rules for credit cards and financial data Payment Credit Industry Data Security Standards Phishing scams ALWAYS be suspicious UF will NEVER ask you for your password Never share your password with ANYONE Verify the information in the by calling the UF Computing Help Desk, 392-HELP For more tips, visit
12 Potholes and Patches No antivirus software or software isn t current Computer updates are not current Secunia Personal Software Inspector (PSI)
13 Potholes and Patches Portable devices and media Encryption Loss and theft protection FrontDoorSoftware
14 Mobile Device Management Risks and Safeguards Mobile Device Risks Approved and Required Software
15 Mobile Computing and Storage Device Standard
16 Mobile Computing and Storage Device Policy Mobile Computing and Storage Device Standard Restricted Data stored on mobile computing and storage devices must be encrypted. Any and all mobile computing devices used within the University of Florida information and computing environments must meet all applicable UF encryption standards. Mobile computing devices purchased with University of Florida funds, including, but not limited to contracts, grants, and gifts, must also be recorded in the unit s information assets inventory. University of Florida information security policies applicable to desktop or workstation computers apply to mobile computing devices. All laptops and portable personal computers storing restricted data must utilize whole disk encryption. In addition, any laptops and portable personal computers purchased after August 17, 2011 must utilize whole disk encryption. All other laptops and portable personal computers shall have whole disk encryption installed by August 17, 2013; All smartphones and PDAs that access University of Florida data must be configured to encrypt any restricted data in persistent storage. In addition, any smartphones and PDAs purchased after August 17, 2011 must utilize encryption. All other smartphones and PDAs shall have encryption installed by August 17, All smartphones and PDAs must include the ability to remotely wipe stored data in the event the device is lost or stolen. All portable storage devices must include built-in encryption. The following exceptions apply: The encryption and key management methods used must have the approval of Information Security Officer or designee. the UF Restricted Data must be protected by encryption during transmission over any wireless network and any non-university of Florida wired network.
17 Mobile Device Risks If you re using your Mobile Device for patient care, do you know what to do if: Your device is Lost or Stolen? Your device is infected by a virus or other malware? Are you aware that you should never: Share your personal mobile device with anyone? Use your device on an unsecured network?
18 Before You Begin Before you begin using your own or a UF-owned mobile device for health carerelated duties at UF Health, you must: Have required and approved applications, security programs, updates, and patches installed. Review the IT Security policies and know how they apply to you. Help stop mobile device problems before they happen.
19 Required Device SAFEGUARDS Use Proper Authentication Use strong password that meets or exceeds UF Health s password requirements. Set an inactivity timeout of no more than 10 minutes require a password to reenter. Never share your password and change it often. Use and Maintain Approved Software Install only approved software. Enable approved encryption software. Enable and maintain anti-virus and -malware protection. Disable file-sharing applications.
20 Required Device SAFEGUARDS Maintain Physical Control Keep your device with you or locked up. Enable approved tracking or recovery software. Do not allow others to use your device (children, spouse, friends, etc.). Do not leave your device in a parked vehicle. Use Secure Networks Use adequate security over Wi-Fi networks. Do not forward to outside accounts. Ensure Proper Disposal
21 REPORT Lost or Stolen Devices Report the loss or theft of your device immediately! Notify your immediate supervisor. Also Notify: IT Security Office Privacy Office UF Police Department
22 Service Plaza
23 No Drop Box - No Google Docs Dropbox: File Storage and Sharing in the Cloud; UF does not have a formal agreement with Dropbox and you are not authorized to agree to their terms and conditions for official university business. Googledocs: File Storage and Sharing; Unacceptable consolidated privacy policy; similar concerns for any Google product.
24 etools What Can you Do?
25 Qualtrics Welcome to the University of Florida Qualtrics account. To login you will need your GatorLink username and password. Once you are logged in, you will be able to create, deliver, collect, and analyze online surveys in support of your teaching, research, and studies. Please note that Restricted Data is not permitted in the questions or answers of Qualtrics. For questions about what constitutes Restricted Data see or contact the IT Security Office or the Privacy Office. For assistance, contact e-learning Support Services: , option 3 [email protected] Hub 132
26 Traffic Violations
27 Privacy Sanctions Sanctions for HIPAA violations are serious: FBI involvement Hefty fines starting at $25K per patient affected, up to $1.5M Jail-time Residents are often the slowest to respond to required HIPAA mitigation, often missing the 30 day cure requirement. Places the University in jeopardy An OCR audit is not limited to the original subject
28 Residents and Students tend to be HIPAA violators in these areas: Unauthorized disclosures the most common violation: Be aware of your surroundings when discussing patients do not chat in elevators! Be especially careful with patients diagnosed with HIV. Not de-identifying PHI Improper use of portable devices: laptops, PDAs, camera phones, etc. Recording (and sharing) unauthorized pix and videos Failure to use encryption Losing or misplacing equipment Downloading unnecessary PHI Removal of PHI or health records from UF premises. There are ways to do this properly don t cut corners.
29 New Penalties Tiers Description Minimum per Violation Max per Year (for identical violations) Tier A Did not know $100 - $50,000 $1,500,000 Tier B Tier C Tier D Reasonable cause not willful neglect Willful neglect corrected w/in 30 days Willful neglect uncorrected $1,000 - $50,000 $1,500,000 $10,000-50,000 $1,500,000 $50,000 $1,500,000 So, a breach involving PHI for 10 individuals could cost you anywhere from $100 to $50,000 per disclosure
30 Other Consequences UF Sanctions include: Mandatory remedial training Counseling and Letters of Reprimand Loss of access to computer systems Loss of student privileges Suspension or expulsion Reporting to professional licensing or credentialing boards
31 Staying Between the Lines
32 Travel Advisors
33 Who Are Key People? Unit Information Security Administrator (ISA) Module 2 - SPICE Program 33
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35 Crash Test Risk Assessments New products, services, upgrades, major enhancement or migrations must be assessed Module 2 - SPICE Program 35
36 Traffic Alert
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38 When in Doubt Privacy: Susan Blair Information Security Office Cheryl Lyn Granto
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