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Delete old files this Data Privacy Day, Jan. 28

In support of Data Privacy Day, Information Technology Services recommends all employees delete files they no longer need, especially those containing protected, personally identifiable information, on Tuesday, Jan. 28.

Holding onto files that contain PII creates risk of identity theft. To minimize that risk, follow these tips:

  1. Store files in one approved location. Student data should only be stored in Banner (STAR), and employee data should be shared only in MAP. Never store personally identifiable information in SharePoint, OneDrive, Dropbox, email folders or locally on a computer.
  2. Delete duplicative data. After files are securely stored in the appropriate location, delete them from all devices and other locations.
  3. Delete official and incidental records that no longer legally required, including email. Refer to the University’s Record Retention Schedule for more information, or ask your supervisor. Destroy obsolete paper files. Cross-cut shred all paper files or get a locked recycling bin for your office.

A person’s first and last name, Social Security number, driver’s license number, passport/visa number, and banking information are among the things considered Sensitive Data by the University. This information must NEVER be stored on desktops, laptops, tablets or mobile devices.

Privacy is our shared responsibility. Learn more at

Infographic explaining the importance of securing PII