PUBLIC vs PRIVATE STUDENT DATA
The UTSA Registrar categorizes the types of data that are considered Public or Private. More information is available by clicking the 'What are considered education records?' link on the UTSA Registrar FERPA page.
Data encryption is a process of securing computer files by instituting safeguards that make the files unreadable to everyone except for the holder of the encryption key. Data encryption is required on all university-owned laptops and certain desktops.
ENCRYPTION OF UTSA-OWNED DEVICES
All High Risk Desktop Computers owned, leased, or controlled by the University must be Password protected and encrypted using methods approved by the Institution’s Information Security Officer.
All desktop computers purchased after September 1, 2013 must be Password protected and encrypted using methods approved by the Institution’s Information Security Officer before their deployment.
LAPTOP COMPUTERS AND OTHER MOBILE DEVICES
All laptop computers and other mobile devices, including but not limited to mobile and smart phones, and tablet computers that are owned, leased, or controlled by the University, must be encrypted using methods approved by the Institution’s Information Security Officer.
USB thumb drives and similar removable storage devices owned, leased, or controlled by the University must be encrypted before storage of any Confidential University Data on the device.
UTSA-Approved Encryption Tools
There are various data encryption software applications available. The Office of Information Security supports a variety of software applications for laptop encryption, including, BitLocker and File Vault 2.
To have encryption software installed on a UTSA-owned laptop, submit your request through OITConnect, oitconnect.utsa.edu.
SAVING AND TRANSPORTING DATA SAFELY
SAVING STUDENT GRADES
In his December 2013 memo, the UTSA Provost reminded faculty members that all student grades must be saved within the BlackBoard LEARN application.
SAVING YOUR DATA
The only approved location for Category I data is the I: Drive. If your research data includes Category I HIPAA or FERPA data, it must be saved to the I: Drive.
TRANSPORTING YOUR DATA
The Office of Information Security can provide you with one or more encrypted USB drives that can be used to transport student grades. Note that these drives are not intended to be used as a permanent storage solution. To request an encrypted USB drive, contact OITConnect, oitconnect.utsa.edu.