1. Data Access and Data Sharing KDE Employee Training Data Security Video Series 2 of 3 October 2014

2.  Most KDE employees have access to some confidential data. Can include:  Personnel data – even its just your own.  Student Information  School/district – personnel information  Financial Information  Confidential documents (ex: draft RFPs, legal documents, etc.)  Other --- may be subject to open records but not necessarily something that needs to be readily available. Who has access to confidential data?

3.  Access to PII must be approved by Manager, Director, Associate – depending on level of access. “NEED TO KNOW”  All employees sign Affidavit of Non-Disclosure as part of their Human Resource paperwork.  Agree to:  Not permit access to confidential data to unauthorized persons  Maintain confidentiality of data  Not reveal information for purposes other than statistical purposes authorized by KDE.  Report any instances of missing data, data inappropriately used, or taken off-site. Especially keep this last part in mind if you have virtual work agreement. Personally Identifiable Data (PII)

4.  Affidavit of Non-Disclosure also indicates employee understands that:  Unauthorized disclosure of confidential information is governed by FERPA and penalty for unlawful disclosure can result in fine and imprisonment.  Personal characteristics that could lead to membership in a group such as ethnicity or program area, are protected.  Data sets or output reports generated using confidential data are to be protected and not distributed to unauthorized parties.  Responsible for access using user id/password – DON’T SHARE. Personally Identifiable Data (PII) Affidavit of Non-Disclosure to become annual requirement for those with system access.

5.  Keep user ID and password secure.  Create strong password.  Don’t leave computer on and accessible when away.  Use VPN when wireless connection is unsecured.  Don’t print reports with PII unless absolutely necessary.  Shred documents that include PII when finished.  Periodically reviewed saved files to purge those no longer needed. Access of PII

6.  Do not include PII in emails:  If PII received in email remove it before responding; delete original email.  Use SSID without other identifiable information.  If PII must be shared, data must be encrypted. Request a secure email account. KDE uses through MOVE ITMOVE IT  Ensure documents created do not include identifiable data on screen shots. (examples: PowerPoint presentations, training documents)  Remove identifiable information or create dummy records that are clearly not real people.  Verify documents you receive don’t include PII before forwarding/sharing. Using PII

7. Storing PII  Personally identifiable data should not be saved on SharePoint, One-Drive, local hard drives, flash/thumb/jump drives or other external portable storage devices.  Access limited to those with “Need to Know”.  Analyze needs for storage of PII and request access to FILP1 for storing data.  Work through data governance member to communicate Office needs for data storage.  Clean out old files to ensure PII is not being stored inappropriately.

8.  Requests for PII must go through Enterprise Data. On-line data request form on KDE website – access through the Researchers link.  Enterprise data responsible for ensuring  Release allowable under FERPA exceptions  Memorandum of Understanding in place before any data is shared.  Data is shared securely.  Record of data release is maintained.  Contracts that necessitate release of data require same provisions. PII Requests

9.  Avoid sharing PII if at all possible;  Discourage districts from sharing PII.  When necessary, share only through secure email (MoveIt) or Secure FTP.  Store data securely  Password protect files  Store on FILP1 – not on hard drive, external devices, One-Drive or SharePoint.  Redact or suppress aggregate level files.  Purge old files or documents that contain PII.  Contact Office Data Policy Member for guidance on best practices or Enterprise Data division. PII Best Practices