Confidentiality BK

July 16, 2015

In accordance with the trust placed in us by the University and our users, <Dept Name> employees are responsible for maintaining the confidentiality of the data with which they work and for keeping data secure and accessible only to those who have rights to this information.  <Dept Name> staff members routinely have access to highly sensitive information that could be considered unusual or of interest to other individuals both inside and outside of the University.  Because of the sensitive nature of information accessible to personnel within <Dept Name>, its personnel must meet the highest standards possible for managing the University‚Äôs information in a secure and professional manner.

Every staff member in <Dept Name> is responsible for maintaining the confidentiality of data to which they may have access through privileged administrator rights, and may only use such data as necessary for the purpose for which access has been granted.  This includes protecting data from those who do not have authorization to see or access this information.  No unauthorized user should see, hear or use user data without the written permission of the data owner or as authorized in writing by a Senior Administrator with the authority to grant access. 

<Dept Name> staff members also have responsibility for securing data both while it is in use by authorized users and when it is stored (on or offline), printed, faxed or archived, which includes, but is not limited to: appropriate safeguards including locking your workstation when leaving your desk, placing your monitor so that it cannot be viewed by others, deploying privacy screens as necessary, securing mobile devices, and not sharing passwords.

<Dept Name> employees may not disclose this information in any manner of communication, e.g. by file transfer, through written or oral communication, through the unauthorized forwarding of email, or by other means of disclosure without proper authorization.

If at any time data under the watch of <Dept Name> is thought to be compromised, either the <Dept Name><Dept Chair/Head> or the Brown University IT Security Officer should be notified immediately.  The intentional act of inappropriately accessing data and information or causing information to be compromised through negligence or failure to appropriately safeguard such information and data may result in disciplinary action, up to and including termination.