Sensitive Information Policy

No employee, student or campus affiliate of the State University of New York at Potsdam may store personal, private or sensitive information including but not limited to Social Security Numbers, Credit Card Numbers or other financial data belonging to any other employee, student or affiliate without the expressed, written consent of the campus Information Security Officer or a designated delegate.

CTS periodically scans the following data sources for the presence of SSN's and credit card numbers. If you have any questions about this process, or believe a false positive has occurred, please contact
helpdesk@potsdam.edu.

  1. Helios Administrative Shares - If sensitive information is found, the file(s) are encrypted and moved to secure storage. CTS Banner programmers are notified and will follow up if appropriate.
  2. Helios Home Shares - If sensitive information is found, the file(s) are encrypted and moved to secure storage, and users receive an explanatory email.
  3. Email files - If sensitive information is found in email text, the numbers are redacted (x'd out) and there is no user notification. If sensitive information is found in attached files, the file(s) are encrypted and moved to secure storage, and users receive an explanatory email.
  4. Desktop / Laptop Computers - If sensitive information is found, user will be contacted by a CTS representative.
  5. Banner servers - If SSNs are found, the file(s) are encrypted and moved to secure storage. CTS Banner programmers are notified and will follow up if appropriate.