UITS Procedures for Secure Shredding of Confidential Data - Sensitive Paper Documents
Objective: The main objective of this activity is to make it as easy as possible for UITS staff to get their confidential data/sensitive printed materials that need to be shredded into a secure location until they can be shredded. This is a follow-on activity recommended by the Standards Committee addressing “Copying University Data.” This activity does not include regular paper shredding (i.e., documents and other paper not containing confidential/sensitive data) – please use the personal blue container provided to you.
Individual Responsibilities: It is the responsibility of each UITS employee to protect any and all confidential data/sensitive materials. Confidential data/sensitive materials should not be left unprotected and should be locked up in all cases when not in use. This is in compliance with a “clean desk” policy. Confidential information not subject to records retention policies that is no longer required for business reasons should be discarded in a secure manner.
Note: Please observe retention guidelines in selecting documents to be destroyed. Information on State of Connecticut regulations regarding student records retention may be found at http://www.cslib.org/stateducation.pdf or visit UConn Records Management at http://www.lib.uconn.edu/online/research/speclib/ASC/rm/policies.htm.
- Each UITS location will have a yellow/black, 50-gallon (locked and top-slotted) bin in which to dispose paper documents that contain University data that you want to shred. Paper documents should be devoid of clips of any kind; staples are acceptable. The material should not be in binders or part of a wire-bound notebook. Central Warehouse will be responsible for the pick-up/delivery of bins and the shredding of UITS confidential data - sensitive paper shredding. Each location will have a contact person responsible for the pickup/delivery of these bins.
- On Tuesday of each week (by 2:30PM), contacts at each location will check to see if bins are at least ½ full. If so, a SHREDDING PICK-UP FORM should be filled out for EACH pickup. If the bins are not ½ full, then pick-up will be postponed until the next time pick-up is deemed necessary.
- Each contact person will also have a key to the bins to provide controlled access. For your area, these are the bin locations and their respective contacts:
- Gant Complex, Ground Floor, MSB – Location is in M001, near the receptionist’s desk. Contact(s) are Lorraine Costanzo/Student Receptionists/Joyce McSweeney.
- Homer Babbidge Library Sub-basement – Location is Room A66. Contact(s) are Tenci Alvarez/Jack Babbitt.
- Chaplin Cottage, Depot Campus – Location is Lobby 1. Contact(s) are Carolyn Chartier/student employee.
- “Solarium,” 2nd Floor of the former Mail Services Building, Depot Campus – Location will be in a locked area on the 1st Floor, about 10 feet before the rest rooms. Contact(s) are Carolyn Chartier/student employee.
Please see the following flow chart:
Revised:04.01.2008:ldg