Tip of the Week

Handling Information When Moving Around

or Away from KU

What is “Private” Information?

KU information may be Public or Private and is maintained in many forms on campus, including, but not limited to: paper, electronic, video, audio, handwritten, microfilm, etc. The private information may be limited for disclosure by law, policy or contractual obligation. Private information is often personally identifiable information (PII) such that a person can reasonably ascertain or trace the identity of the person referred to by the data. Types of data on campus to consider for secure management and handling may include (but are not limited to) the following:

• Student Data: any non-Directory Information (beyond that identified in the KU Student Records Policy). Most often this PERSONALLY IDENTIFIABLE INFORMATION will include information in the form of class rosters, grade books, student papers or exams, research data, etc., that has name or KU student ID number and grade information. The information is covered by FERPA if it is 1) maintained by the University and 2) pertains directly to the Student as well as being beyond Directory Information.
• Employee Data: this will include personnel files or related forms, including insurance forms, employment forms, leave paperwork, any portion of a Social Security Number (SSN), evaluations or other and a name associated with it, etc.
• Health Data: all health information should be considered confidential in management procedures; some health data managed on campus may be covered by HIPAA, please consult your department chair or unit supervisor and the Privacy office regarding this information.
• Financial Data: any requests for reimbursements, any donor information, any scholarships with PERSONALLY IDENTIFIABLE INFORMATION, loans, etc., with identifiable information.
• Research Data: if the data has individually identifiable health information, identifiable human subject information, or proprietary information
• Other Data: passwords, pins, access, security information, credit card information, etc.

For more on Information Management, also see the KU Information Management program in the Provost’s office.