1. SECURING DATA FOR ER STAFF Windy L. Newton May 29, 2015

2. What should be stored in the folders? Files containing student level data These files should only be those that must be stored to use at a later date These folders should not be used for document storage that does not contain student level data

3. VPN Connection To access the secure folder, user must establish a VPN (virtual private network) connection to KDE’s server Step 1: ensure that your Proxy via Internet is checked Tools | Internet Options | Connections tab | LAN settings Sign in to Avaya VPN Client (preloaded application on all KDE computers) Enter Username (first initial and last name); Enter Password (current network password) Click on the Connect button

4. Mapping the Drive From the start menu, type \\edkdefilp1\data\EDUCATION_RECOVERY_DATA \\edkdefilp1\data\EDUCATION_RECOVERY_DATA This will open you to the folder that contains a folder for each priority school Right click on Computer and select Map network drive… Choose Drive (any letter you choose) Enter \\edkdefilp1\data\EDUCATION_RECOVERY_DATA\\edkdefilp1\data\EDUCATION_RECOVERY_DATA as the folder Click Finish

6. Folder organization Each priority school has a folder for data storage

7. Folder Access The ER staff has read/write access to the school in which they are assigned The ERDs have read/write access to all schools in which they oversee Tara Rodriguez and Windy Newton have read access to all the folders

8. Saving files to the folder From any excel file, click File \ Save As.. Because you have mapped a drive to the specific folder you will see an option for the folder under ‘Computer’ Select the mapped drive and save the document in the correct school folder

9. Maintenance The folders on the secure drive must be maintained Any data files no longer needed should be deleted Once deleting a file containing student level data, be sure to Empty your Recycle from your computer These folders will be monitored, be sure to only store files that contain student level data and are not out of date Do not store multiple copies of the same data on the server

10. Why do we have to do this? Student level data should be store in a secure location, the following locations are NOT secure:  One Drive  SharePoint  Computer’s desktop or hard drive  Flash drives or other external devices

11. Questions and Support First point of contact should be your ERD If additional support is needed, ERD should contact Windy Newton and copy Tara Rodriguez