Managing data

On a daily basis, there may be several types of private data that you access, and all of this data needs to be protected in a secure location. This data may include Personally Identifiable Information (PII), intellectual property, institutional data or other information that needs to be kept secure.

As an institution, we must be aware of and prepared for possible threats to our data, such as social engineering, accidental disclosure, compromised accounts, etc.

Types of data

There are three (3) possible types of data.


Highest level of access control; confidential or personal information that is protected by law or policy; restricted to specific members in the department or others on campus. Also known as Personally Identifiable Information, or PII, this includes social security numbers, drivers license numbers, passport numbers, medical information, health insurance information, etc.

Department data

Shareable with anyone in the department. It may include process or workflow documentation, financial reports or spreadsheets and internal department project collaboration documentation.

Campus data

Shareable with others on campus. It might include budget planning files shared by Finance with department Vice Presidents, etc.

Managing your files

After determining the type of data you have, you should consider how you will manage it. For example, where is the most appropriate place to store it, what is the most secure way to share it with others, etc.

Go to File management to learn more about the options available to you for managing files as well as suggestions for file management.

Accessing computer resources from off campus

DePauw’s Virtual Private Network (VPN) enables you to securely access the network and Internet from off campus using a Web browser that has an active Internet connection.

Go to Network: Learn About the Network to learn how to use DePauw’s VPN.

Backing up your computer

Do not get caught without a way to recover your files in the event of an accident or virus attack. Scheduling routine backups for your computer can save you possible headaches down the road.

Go to Backing up your computer to learn about important files to back up, common options for backup and recommendations on how often you should back up your files.

Data retention and destruction

Refer to the Record Retention and Document Destruction Policy section of the Employee Guide for details. Please contact your supervisor with any questions or concerns that you may have about data retention or destruction.


Go to the Office of the Registrar website to learn about FERPA.


Go to the Human Resources Government Mandated Notices Web page to learn about the HIPAA Privacy Act.

Additional resources

Go to Data Classification Policy and Handling Recommendations to learn more.

Need help?

Contact the HelpDesk by

  • Calling us at (765) 658-4294.
  • Emailing us at
  • Visiting us on the lower level of the Student Union Building during our regular office hours of Monday through Friday from 7:30 a.m. to 5 p.m.

Updated: 10/31/2017