Remember to also address unique/particular needs of your office not listed below:
1. Identify information as public or confidential and describe confidential information
Information is confidential unless it has been specifically designated as public.
Personal information (information about identifiable individuals) is protected by law.
2. Explain what staff/faculty may do with confidential information
Only use confidential information for your work and for purposes for which it was collected.
Confidential information can only be shared within the University on a need-to-know basis.
If any confidential information can be taken offsite, indicate how and when
Confidential information can only be taken offsite with:
operational need, and
no other reasonable means to do the task.
4. Specify required security for confidential records at University locations and offsite
Records taken offsite must be secured at least as well as records at the University, including:
Encrypt electronic records outside a secure institutional server.
Use two layers of locks for hard copy records. (eg. locked cabinet in a locked room)
Secure confidential records if you are not present, offsite, and in transit.
5. Communicate confidential information securely
UTOR to UTOR email is secure for confidential information.
Other email generally requires encryption of attachments to be secure.
6. Destroy confidential information securely
Confidential information must be irretrievably destroyed at the end of its useful life.
Crosscut shred paper records and ask IT staff for guidance on electronic record destruction.
Report privacy breaches immediately
Immediately report privacy issues/breaches, such as mishandling/loss of personal information.
If in doubt, report: Always err on the side of over-reporting so that no incidents are missed.
8. Other considerations
List and address all unique needs of your program/unit.
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