The University has identified three categories of data, including restricted, internal/controlled and public data, per University Policy AD71 Data Categorization. A profile on each data type can be found below, including the data category, where the data can be stored, how the data can be secured and when the data needs to be destroyed. Use the search feature below to search on a keyword or type of data.

Data TypeCategoryWhere to StoreHow to Safeguard
Campus Maps PublicStorageSafeguards
Directory information (where no Confidentiality Hold applies)PublicStorageSafeguards
Email addresses of individuals (not bulk listings of all entries data mined from central or unit services)PublicStorageSafeguards
Employee work addressesPublicStorageSafeguards
Library catalog informationPublicStorageSafeguards
Network diagrams minus specific IP addressesPublicStorageSafeguards
News stories (subject to copyright restrictions)PublicStorageSafeguards
Organizational charts (unless otherwise specified by the unit)PublicStorageSafeguards
Public-facing web sites containing general information about Penn StatePublicStorageSafeguards
Public relations brochuresPublicStorageSafeguards
Recorded CallsPublicStorageSafeguards
Active interlibrary loan recordsInternal/ControlledStorageSafeguards
Alumni DirectoriesInternal/ControlledStorageSafeguards
Building blueprints unless designated as restricted by OPP or the unitInternal/ControlledStorageSafeguards
Bulk email address listings containing all members of a major population (e.g., all
students, all faculty/staff)
Internal/ControlledStorageSafeguards
Employee home addresses unless permission is obtainedInternal/ControlledStorageSafeguards
Financial account numbers of the institutionInternal/ControlledStorageSafeguards
Guest information (e.g., hotels, conferences, sports camps)Internal/ControlledStorageSafeguards
Information regarding University-owned vehicles (e.g., license plate numbers, VIN’s, insurance)Internal/ControlledStorageSafeguards
Inventory Records – Food ServicesInternal/ControlledStorageSafeguards
Library Collections limited to Penn State use onlyInternal/ControlledStorageSafeguards
Livestock (purchase and care information)Internal/ControlledStorageSafeguards
Network diagrams with specific IP addresses (unless categorized as restricted by the unit)Internal/ControlledStorageSafeguards
Other inventory records (e.g., sports equipment)Internal/ControlledStorageSafeguards
Penn State Identification Number (PSUID)Internal/ControlledStorageSafeguards
Purchasing and receiving reportsInternal/ControlledStorageSafeguards
Purchasing receiptsInternal/ControlledStorageSafeguards
Research data NOT subject to contractual, legal, or regulatory restrictionsInternal/ControlledStorageSafeguards
Sponsored Project contracts, grants and associated protocolsInternal/ControlledStorageSafeguards
Staff DirectoriesInternal/ControlledStorageSafeguards
Travel reimbursement forms (unless a specific credit card number or SSN is included)Internal/ControlledStorageSafeguards
Access control system data (e.g., key card database(s), ID card database(s))RestrictedStorageSafeguards
Active library circulation recordsRestrictedStorageSafeguards
Admission and financial aid informationRestrictedStorageSafeguards
Building HVAC Monitoring/Control dataRestrictedStorageSafeguards
Building safety plansRestrictedStorageSafeguards
Bursar bills that are personally identifiableRestrictedStorageSafeguards
Customer credit card numbers (PCI must also be taken into account)RestrictedStorageSafeguards
Details of University BudgetsRestrictedStorageSafeguards
Disability status other than aggregate statisticsRestrictedStorageSafeguards
Donor informationRestrictedStorageSafeguards
Drivers’s License numbersRestrictedStorageSafeguards
Employee background check informationRestrictedStorageSafeguards
Employment ApplicationsRestrictedStorageSafeguards
Ethnicity data other than aggregate statisticsRestrictedStorageSafeguards
Faculty tenure and review informationRestrictedStorageSafeguards
Faculty/staff emergency contact informationRestrictedStorageSafeguards
Animal Subject, Biosafety or Radioactive Isotope Information (may have additional security requirements as identified by the originator or respective committee)

  • Institutional Animal Care and Use Program (IACUC)
  • Institutional Biohazardous Committee (IBC)
  • University Isotopes Committee (UIC)
  • Restricted Consult with the respective committeeConsult with the respective committee
    Human Subject Information (may have additional security requirements as identified by the originator or the Institutional Review Board)RestrictedConsult with the IRBConsult with the IRB
    Individual benefit electionsRestrictedStorageSafeguards
    Information to/from University Legal Counsel unless otherwise designatedRestrictedStorageSafeguards
    Intellectual property information owned by Penn StateRestrictedStorageSafeguards
    Non-directory information, to include photographs of individuals unless permission has been obtained for their useRestrictedStorageSafeguards
    Other SCADA Monitoring/Control DataRestrictedStorageSafeguards
    Passport numberRestrictedStorageSafeguards
    Password or other system access control information (to include biometric identification parameters)RestrictedStorageSafeguards
    Personally identifiable bank account/routing numbersRestrictedStorageSafeguards
    Personally identifiable grade or transcript informationRestrictedStorageSafeguards
    Personally Identifiable Health Information (PHI). May also be subject to HIPAA controlsRestrictedStorageSafeguards
    Police Officer’s personal contact informationRestrictedStorageSafeguards
    Proprietary information obtained under a Nondisclosure Agreement (NDA)RestrictedStorageSafeguards
    Purchasing Card (PCard) numberRestrictedStorageSafeguards
    Recorded Calls Involving Restricted DataRestrictedStorageSafeguards
    Research data subject to contractual, legal, or regulatory restrictions (e.g., classified data, export controlled data, human participant, proprietary data, personally identifiable health information)RestrictedStorageSafeguards
    Salary and tax information related to individualsRestrictedStorageSafeguards
    Security camera recordingsRestrictedStorageSafeguards
    Security settings or details of security configurations (e.g., detailed firewall rulesets)RestrictedStorageSafeguards
    Social Security NumbersRestrictedStorageSafeguards
    Staff employee review informationRestrictedStorageSafeguards
    Student Academic Actions (e.g., drops, holds)RestrictedStorageSafeguards
    Student Emergency Contact InformationRestrictedStorageSafeguards
    Workman’s Compensation or Disability ClaimsRestrictedStorageSafeguards
    Technology licensing and invention disclosure informationRestrictedStorageSafeguards

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