UNIVERSITY OF MIAMI POLICY AND PROCEDURE MANUAL

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1 UNIVERSITY OF MIAMI POLICY AND PROCEDURE MANUAL TITLE: Electrnic Data Prtectin and Encryptin REFERENCE: Refrmat CATEGORY: Infrmatin Technlgy PAGE: 1 SUPERSEDES: POL-UMIT- A APPROVER: David Ertel Interim Senir Vice President Business and Finance VERSION: 2 EFFECTIVE: May 16, 2017 Infrmatin Security exists t further the missin f the University. The University is cmprised f large and diverse ppulatins with evlving needs related t infrmatin technlgy resurces and data. University management is cmmitted t safeguarding thse resurces while prtecting and prmting academic freedm. Althugh intrinsic tensin exists between the free exchange f ideas and infrmatin security, and can manifest itself in sme circumstances, the requirements that fllw have been identified t prmte the best balance pssible between infrmatin security and academic freedm. I. PURPOSE: II. III. This plicy establishes a framewrk that utlines when encryptin must be used t secure the University s data frm risks including but nt limited t, access, use, disclsure, and remval as well as t adhere t regulatry and cmpliance requirements. SCOPE: This plicy applies t all electrnic data stred n any media r system(s) thrughut the University f Miami and applies t all individuals string, accessing, r wrking with the data, in any way, including all University emplyees, students, cntractrs, guests, cnsultants, temprary emplyees, and any ther users wh may have access t University resurces. POLICY: The University f Miami requires that Prtected Data be secured at all times. Therefre, University Prtected Data must never be mved r cpied utside f standard apprved perating prcedures. Data encryptin: The University requires data be encrypted under the fllwing circumstances: 1. Physically mving data: 1.1. University Prtected Data must be encrypted when residing n any media. This includes but is nt limited t: Laptps Desktps Backup media

2 2. Electrnically transmitting data: DVDs External hard drives, thumb drives, etc. Nte: The list abve applies t all devices, regardless f wnership, whenever they cntain Prtected Data Prtected Data must be encrypted when transmitted ver an electrnic cmmunicatin netwrk (internally and externally) cntaining Prtected Data destined fr external recipients must be encrypted and cntain the fllwing cnfidentiality statement: The infrmatin cntained in this transmissin may cntain privileged and cnfidential infrmatin, including infrmatin prtected by federal and state privacy laws. It is intended nly fr the use f the persn(s) named abve. If yu are nt the intended recipient, yu are hereby ntified that any review, disseminatin, distributin, r duplicatin f this cmmunicatin is strictly prhibited. If yu are nt the intended recipient, please cntact the sender by reply and destry all cpies f the riginal message Prtected Data shall nt be sent thrugh insecure public instant messaging netwrks. Examples f insecure instant messaging netwrks include, but are nt restricted t, AOL Instant Messenger, Yah Messenger, MSN Messenger, and Ggle Talk. 3. System Administratrs shall implement frmal, dcumented prcesses fr utilizing encryptin and integrity cntrls n University Prtected Data being transmitted ver electrnic cmmunicatins netwrks. At a minimum, such prcesses shall include: 3.1. A prcedure enabling Prtected Data recipients t reprt instances f attempted r successful unauthrized access t University Prtected Data that is transmitted ver an electrnic cmmunicatins netwrk A prcedure fr respnding t instances f attempted r successful unauthrized access t University Prtected Data that is transmitted ver an electrnic cmmunicatins netwrk. Encryptin standards: The University requires all f the fllwing minimum encryptin criteria: 1. Standard encryptin algrithms must be used. Sme examples include: 3DES, Blwfish, RSA, RC5 and IDEA. 2. The use f prprietary encryptin algrithms is nt allwed fr any purpse, unless reviewed by qualified experts utside f the vendr in questin and apprved by the Infrmatin Technlgy Security Department. 3. A ne-way hash t encrypt data irreversibly must be used fr: Private keys must be kept cnfidential, Key management must be fully autmated, Shrt life keys are t be used, ensured by having activatin and deactivatin dates, Lng-life keys are t be used sparingly, Keys in strage and transit must be encrypted, Electrnic Data Prtectin and Encryptin Plicy 2

3 Keys must be chsen randmly frm entire key space, Keys fr encrypting keys must be used separately frm keys used fr decrypting data. They are nt interchangeable. Additinal requirements fr securing Prtected Data: Where there are large amunts f Prtected Data, supplemental measures need t be taken t further minimize the risk f lss. The amunt f data that wuld cnstitute a large amunt fr these purpses will vary, depending n: the quantity and extent f the data recrds; hw readily the data can be used t identify individuals; hw serius the cnsequences wuld be fr the university if the data were successfully stlen r publically released; and The legal duties, if any, t prtect the infrmatin. Each academic r administrative unit pssessing large amunts f Prtected Data must publish plicies explaining the data t be prtected and what is meant by a large amunt in that unit s cntext. (Fr additinal guidance, see NIST-SP ) The unit s plicy statement will als set frth the supplemental measures that will be taken t prtect such data. These may include the use f dedicated nn-netwrked cmputers, physical access limitatins, multiple layers f passwrds and/r pass phrases; bimetric access cntrl; and/r mre frequent security audits and reviews. IV. Mbile Devices are particularly vulnerable and shuld nt be used fr the strage f r access t large amunts f Prtected Data. Where there is nevertheless a cmpelling academic r business reasn t allw the use f a Mbile Device fr that purpse, the Dean r Vice President in charge f the unit and the CIO will jintly determine what supplemental security measures are prudent given the quantity and sensitivity f the data. These measures will include, at a minimum, either (1) de-identificatin f the data t prevent infrmatin being tied t particular individuals r (2) at least tw layers f access cntrl, plus inspectin f the device t verify that apprpriate encryptin sftware has been installed and activated. DEFINITIONS: Data: Infrmatin stred n any electrnic media thrughut the University f Miami. Prtected Data: Any data gverned under Federal r State regulatry r cmpliance requirements such as HIPAA, FERPA, GLBA, PCI/DSS, Red Flag, and FISMA as well as data deemed critical t business and academic prcesses which, if cmprmised, may cause substantial harm and/r financial lss. HIPAA: The Health Insurance Prtability and Accuntability Act f 1996 with the purpse f ensuring the privacy f a patient s medical recrds. FERPA: The Family Educatinal Right and Privacy act f 1974 with the purpse f prtecting the privacy f student educatin recrds. FISMA: The Federal Infrmatin Security Management act f 2002 recgnizes the imprtance f infrmatin security t the ecnmic and natinal security interests f the United States and as a result sets frth infrmatin security requirements that federal agencies and any ther parties cllabrating with such Electrnic Data Prtectin and Encryptin Plicy 3

4 agencies must fllw in an effrt t effectively safeguard IT systems and the data they cntain. GLBA: The Gramm-Leach-Bliley Act, als knwn as the Financial Services Mdernizatin Act f 1999, cntains privacy prvisins requiring the prtectin f a cnsumer s financial infrmatin. PCI/DSS: Payment and Credit Card Industry Data Security Standards is guidance develped by the majr credit card cmpanies t help rganizatins that prcess card payments prevent credit card fraud, hacking and varius ther security issues. A cmpany prcessing card payments must be PCI cmpliant r risk lsing the ability t prcess credit card payments. Red Flag: A mandate develped by the Federal Trade Cmmissin (FTC) requiring institutins t develp identity theft preventin prgrams. Cryptgraphy: The science f radically changing infrmatin in rder t cnceal the cntent frm a third party. Encryptin Algrithm: A mathematical frmula used t encrypt and decrypt data. External Recipients: recipients wh are nt part f a University maintained system. Prprietary Algrithm: An algrithm that has nt been made public and/r has nt withstd public scrutiny. The develper f the algrithm culd be a vendr, an individual, r the gvernment. One-way Hash Functin: An algrithm that des nt require a key and prduces an irreversibly encrypted cipher-text. Other names fr this are message digest, fingerprint, digital signature, and cmpressin functin. Persnally Identifiable Infrmatin (PII): Any piece f infrmatin cntained in Prtected Data which can ptentially be used t uniquely identify, cntact, r lcate a single persn. Examples f PII include Prtected Health Infrmatin, Credit Card Numbers, Scial Security Numbers, etc. System Administratr: An individual wh perfrms netwrk/system administratin duties and/r technical supprt f netwrk/systems that are accessed by ther peple, systems, r services. Only full-time and permanent part-time emplyees f the University and/r third party vendrs apprved by IT may functin as system/netwrk administratrs. Data Custdian: The persn respnsible fr, r the persn with administrative cntrl ver, granting access t an rganizatin's dcuments r electrnic files while prtecting the data as defined by the rganizatin's security plicy r its standard IT practices. University: University refers t the University f Miami as a whle and includes all units. V. PROCEDURE: System Administratr/ Data Custdian: Respnsible fr fllwing the plicy by encrypting data whenever required. Respnsible fr cmmunicating any exceptin requests t the Vice President r Infrmatin Technlgy designee f the respective campus. Electrnic Data Prtectin and Encryptin Plicy 4

5 Chief Infrmatin Security Officer Respnsible fr regular review f the Encryptin Plicy. The review will ccur annually r when significant changes ccur. Respnsible Vice President f CIO: Respnsible fr reviewing and apprving r denying exceptin requests. Respnsible fr reviewing exceptins yearly. Respnsible fr mnitring the enfrcement f the plicy. Vilatins: Vilatins f this plicy will be addressed by the prcedure applicable t the individual. Electrnic Data Prtectin and Encryptin Plicy 5

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