Confidential Data - Storing and Sharing

As a custodian of confidential information, you are responsible for the data sent, stored, or shared on the information technology (IT) software, services, and devices -- whether personally owned or CCE-owned -- that you use. This responsibility includes choosing appropriate solutions to manage data.

When it comes to storage, backup and sharing of data, there are lots of options. If you work with confidential data, be sure to address those specific needs in the storage and transmission methods.

Scanning confidential data has some very specific security needs. Confidential data needs to be protected from unintentional, unauthorized, or unlawful access. We have an obligation to ensure that all confidential data is secure. At the same time, we must maintain necessary access.

URL for Service or System

• Approved option for transmitting and receiving confidential data:
  • Secure File Transfer (SFT): https://sft.cornell.edu
  • Please note:
    • Storage of confidential data on local servers and computers is NOT secure. Be sure to remove confidential data from these devices once you have completed your transfer with SFT.
    • Transmission of confidential data should NEVER be sent or received directly through e-mail.
       
• Approved data storage options for storing confidential data:
  Contact your SBN IT Lead for more information and pricing.
  • Cornell Managed File Servers - Extra Tier service. Provides a firewall and 2-factor authentication.
    https://it.cornell.edu/cornell-stack-managed-servers-static-hosting-storage-farm/fees-and-billing-managed-servers
  • Cornell Shared File Service with included confidential data storage option that includes CIFS audit log.
    https://it.cornell.edu/shared-file/monthly-billing-shared-file-services

 

Related policies

• CCE IT-002 Information Security:  https://staff.cce.cornell.edu/units/it/policies
• Cornell Policy 5.10 Information Security:  https://policy.cornell.edu/policy-library/information-security

Related CCE Staff Site information

• Document and Data Storage and Handling at CCE: https://staff.cce.cornell.edu/units/it/document-storage

Related information

• Security of Scanned Documents (Best Practices):  https://cornell.app.box.com/s/oycrx0l53mauvdzcjgk83hgnmquebz39
• Scanning for Sensitive Data with Spirion:  https://tdx.cornell.edu/TDClient/58/Portal/KB/ArticleDet?ID=998
• Secure File Transfer - About:  https://it.cornell.edu/secure-file-transfer
• Consequences of Mishandling Sensitive Data: https://it.cornell.edu/security-and-policy/consequences-mishandling-sensitive-data
  • Securing data comes with a cost. But maintaining unsecured confidential data, and having that compromised, carries greater costs:
    • The most basic cost of a level 1 breech is at least $20,000.  
    • The cost of damage to reputation is hard to estimate but is substantial and long term. 
• Regulated Data Chart and Storage Options: https://it.cornell.edu/regulated-data-chart-0
• Requirements needed to store confidential information
  • Cornell SFS:  https://it.cornell.edu/shared-file/confidential-or-sensitive-data-share
  • Cornell Managed File Servers:  https://it.cornell.edu/managed-servers/security-tiers?utm_source=sidebar
• Adobe Sign Permitted Data Uses for E-signature:  https://it.cornell.edu/e-sign/permitted-data-uses-e-signature?utm_source=sidebar
• Cornell Data Storage Finder Tool:  https://finder.research.cornell.edu/storage

Who can use this service/system?

All CCE 

Training Resources

Secure File Transfer - How to Video:

• https://vod.video.cornell.edu/media/SFT%20and%20confidential%20data/1_qpa2m5nh