Data Protection

Securely Saving Data on Your GVSU-Issued Computer

Windows

GVSU-issued Windows computers allow you to save files to two different network drives: your personal network drive and your department’s shared network drive. Any files saved in your “Documents” folder are automatically backed up to your personal network drive.

To access your department’s shared drive, click the “OFFICE-DFS” shortcut on your desktop. Network data drives are not encrypted; however, a departmental drive is the most secure method of data storage at GVSU.

To avoid Identity theft, FERPA violations, and security breach incidents you should remove sensitive student, employee, and credit card data from reports before saving to any drive.

Windows 10 computers have hard drive encryption and may be used to save sensitive data. Windows 7 and 8 computers do not have hard drive encryption and should be upgraded to Windows 10.

Mac

Those with GVSU-issued Macintosh computers can elect to backup their files to the GV Network. If you have chosen to participate, files in your “Documents” folder are backed up after you login to the network with your network username and password.

To access you department’s shared drive click the “your-department-data” drive icon on your desktop. Network data drives are not encrypted; however, a departmental drive is the most secure method of data storage at GVSU.

To avoid Identity theft, FERPA violations, and security breach incidents you should remove sensitive student, employee, and credit card data from reports before saving to any drive.

Macintosh computers do not have hard drive encryption and you should not save sensitive data on the local hard drive.


How to Delete Sensitive Information

Windows

To delete files, drag them to the recycling bin or highlighting the file and pressing the delete key. Then right click the Recycle Bin icon and select “Empty Recycle Bin.”

To delete emails from Outlook, highlight and press the delete icon or key on your keyboard. Then select “Deleted Items” from the mailbox column and highlight the email again before pressing the delete icon or key.

Mac

To delete files, drag them to the trash icon in the applications bar or right click the file and select “Move to Trash.” Then select “Finder” from the upper-left menu bar and click “Empty Trash.”

To delete emails from Outlook, highlight and press the delete icon or key on your keyboard. Then select “Deleted Items” from the mailbox column and highlight the email again before pressing the delete icon or key.


Protect Your Personal Computer

As a GVSU employee, you can download and install a selection of Anti-Virus software to be used on your personal computer. You are not allowed to download these options onto your GVSU-owned computer.

Security for Grants

Many grants require sensitive data to be stored in a specific manner. Please contact your department chair, Dean, and the Grants Administration office to ensure you are fulfilling these requirements. General questions are guidance can be directed to Sue Korzinek, Associate Vice President & CIO, 616-331-2035 or korzines@gvsu.edu.

If you are traveling abroad

Learn about Export Controls and technology for GVSU travel.