Technology Services at Fresno State
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Technology Services provides administrative information services, core services, and desktop support to the Fresno State community.
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Subject: Fresno State Requires Spirion to Check for Sensitive Data
Fresno State intends to install Spirion, a data loss prevention software, on all university computers used by staff, faculty and MPPs.
What is Spirion?
Spirion is a software tool that will search for Level 1 data that includes social security numbers, passport numbers, driver’s license numbers, bank account and credit card numbers and health information in files stored on university computers.
When will Spirion be deployed to me?
- MPPs - Spirion deployment began August 13, 2018 and is near completion.
- Staff - Spirion deployment began Friday, September 7, 2018 and is ongoing.
- Faculty - Spirion deployment begins Friday, October 19, 2018.
Why are we using Spirion now?
Data breaches are often big news and can be very costly and frustrating to individuals and to an institution. Spirion, formerly known as Identity Finder, is an application that searches for personally identifiable information (referred as Level 1 and Level 2 data) and can help prevent a data breach that affects the campus. The CSU defines Level 1 and/or Level 2 data as information that must be protected.
The California State University (CSU) system informed all CSU unions regarding this software and negotiated and reached an agreement with each of the respective unions that requested an opportunity to meet and confer. The ensuing agreements allow for the installation of data loss prevention software on all university computers after a 30-day notification to represented employees; a 30-day notification is not required for MPP employees. Represented staff have received advanced notice and faculty be notified in the near future. Fresno State anticipates installation and deployment of Spirion to all university computers.
Employees are already subject to CSU information security policies and the installation of data loss prevention software is part of our ongoing efforts to ensure that Fresno State is in compliance with federal and state law, CSU and Fresno State policies, and to safeguard its protected data. http://www.calstate.edu/icsuam/sections.shtml)
What will employees need to do?
Many employees are going to find some amount of Level 1 data and many times will not have realized it was present. The data could be in a file accidentally saved, a file that was saved years ago or information automatically saved by a program or process. Spirion will empower employees to discover what protected data is on university computers and to provide the tools to manage it effectively and reduce security risks.
The search results will contain the date, location, number of matches, and the type of Level 1 data found on the computer. To safeguard protected data from unnecessary risk, employees will be able to securely delete the protected data no longer needed, ignore the data if it is incorrectly identified, or move the protected data to a secure location. Employees may choose to contact the Fresno State Help Desk or their divisional IT support representative to help with usage of Spirion or the removal or relocation of Level 1 data.
How will this happen?
Spirion will be deployed by Technology Services, in particular the IT liaison in each school or department will be installing Spirion.
Will I be trained on how to use Spirion?
Training for Spirion is now available. Each session will include an overview, background session, helpful tips and tricks, and Q&A.
Please review the training options below and click on the link provided to enroll in the session of your choice.
Title: Spirion Training
2:00 - 2:30 p.m
10:00 - 10:30 a.m.
Can’t attend a session? Here’s how to learn more on your own:
Spirion - helpful tips and tricks.
Who else will have the ability to see this information? When will this information be used?
The results of the Level 1 data searches will only be shared with the Chief Information Officer and the campus Information Security Officer. Summary reports of the searches may potentially be made available to Fresno State vice-presidents on a need-to-know basis to assess the software’s effectiveness and accountability for reporting out to the CSU system.
If you have any questions or concerns, please contact our Fresno State Information Security Office: email@example.com.