During the course of your employment, the University will collect certain information that is classified as “personal identifying information,” or PII, under applicable laws. Such information may include, but is not limited to:
- Your first and last name or initials,
- Username(s) and password(s),
- Social security number,
- Driver license or other identification card number,
- Medical documentation,
- Biometric data.
The University may keep these records in paper and/or electronic format.
When such documentation is no longer needed, pursuant to records retention requirements and best practices, the University will either (a) destroy the records or (b) arrange for their destruction, e.g. by shredding, erasing, or otherwise modifying the personal identifying information in such a manner as to render it unreadable or indecipherable through any means.
If Personal Identifying Information (PII) or Protected Health Information (PHI) must be transmitted via e-mail and the e-mail recipient is part of the internal e-mail system, the e-mail does not need to be encrypted, given that the network is private. If the e-mail must be sent across the Internet, encryption should be applied to the e-mail message. To send an encrypted email, simply add the word “SecureMail” in the subject line. Personal e-mail accounts (e.g., Gmail, Yahoo) may not be used to transmit e-mail containing PII and PHI, because these e-mail systems are not encrypted.