Scanning your computer for confidential data

In its role as an educational institution, a research institution, and an employer, Yale must collect a variety of personal information about students, employees, and patients. Federal and state laws impose many obligations on Yale to protect the confidentiality of this information. As part of the University-wide secure computing initiative all Yale staff and faculty members are encouraged to do a regular scan of their computers to identify the nature and location of potentially confidential information such as Social Security numbers or credit card numbers.

The process for data self-scanning

At regular 12 month intervals, Yale faculty and staff members will receive a reminder email from the Training Management System (TMS) to complete the "Self Data Scan." This TMS "course" is really just a confirmation statement acknowledging that you have scanned your computer for the presence of Social Security or credit card numbers, and that you have taken any action required to remove unneeded data, or to securely store any confidential data that is essential to your daily work.

	Scanning software tools for Microsoft Windows computers The Windows data scanning tool will examine all files on your system for Social Security, credit card, and bank account numbers. The tool will also examine email messages and file attachments in your email. Get the Windows data scanning tool from the ITS Software Library
	Scanning tools for Apple Macintosh OS X computers The scanning tools for Macintosh does not cover all types of files, but will attempt to scan common Microsoft Office, text, and database file formats for Social Security and credit card numbers. Get the Macintosh OS X data scanning tool from the ITS Software Library
	Scanning tools for Linux computers The scanning tool for Linux does not cover all types of files, but will attempt to scan common Microsoft Office, text, and database file formats for Social Security and credit card numbers. Get the Linux data scanning tool from the ITS Software Library

Next →  How to handle confidential data from your self-scanning

---

Related topics

• Data scanning FAQ
• ITS Software Library (Obtain data scanning software)
• Secure file storage
• Sending & sharing data securely
• Physical security for computers
• Data security levels at Yale

Related University Policies & Procedures

• Yale computing security & access policies & procedures
• Policy 1601 - Information Access and Security
• Policy 1610 - Systems and Network Security
• Procedure 1610 - Systems and Network Security
• Procedure 1607 PR.01 - Endorsed Encryption Implementation Procedure