Data security issues

Data security

MultiQuest files contain confidential exam data and must be stored in a secure location.  Such files on a PC or network drive must be in a restricted-access folder, protected by a confidential password.  Files on network drives are not secure as the content is not encrypted in transport.  Highly confidential data should be kept under lock and key (for instance, by the use of a removable hard drive) and on a system that is not networked.

When the populated response files are returned on the UOB-approved encrypted USB drive by Print Services:

1. Copy the populated response files to the PC's hard drive and securely erase the files from the memory stick - do not rely on normal delete or formatting functionality, but use a secure file deletion program to completely destroy the files. 
2. Also use a secure file deletion program if a PC, removable hard disk or other media used for examination purposes is redeployed or scrapped - refer to the Information Services Data/ hardware disposal page for information on disposal of hardware and other storage media.

Backups and archive copies

The following advice should be acted upon:

1. Any backups on CD, DVD or other removable media must be kept locked away. 
2. Once the exam data has been received back from Print Services and any marking errors have been corrected, all archive copies should be overwritten with the final version of the files. 
3. It is good practice that essential data is kept in duplicate and stored in separate locations in case of fire and so on - refer to the Office of the University Secretary's 'Records Management' page for information on retention, storage and disposal of data for further information.