How To

Archive selected identifiable records with full Social Security Numbers securely

See www.grs.harvard.edu for retention schedules and Archive transfer instructions. After secure transfer of the selected records is complete, securely dispose of remaining records in your control that are no longer required by law. Note: Records transferred to HUA are restricted for 80 years and then may be released for research use. The repository may elect to redact the pertinent HRCI information on a case-by-case basis prior to release.

Seek an exception to compile and maintain identifiable records with full Social Security Numbers when not required by law

In certain cases, there may be contracted business partners that require full SSN plus identifying information to complete specific transactions for us, but which do not fulfill a legal requirement for using a full SSN. For example, certain insurance providers may still identify policy holders according to a full SSN, and an alternate identifier or truncated SSN would break their processing service.

Read moreSeek an exception to compile and maintain identifiable records with full Social Security Numbers when not required by law

Use External Encrypted Portable Media Storage

Portable storage media, such as approved USB drives, optical and tape media must be encrypted with strong passwords and proper key management in order to store Level 4 information. If you need an approved USB drive, have questions or need help, send an email to ithelp@harvard.edu to request an information security consultation for Harvard-approved external encrypted portable storage media.

Connect servers individually to network devices

Servers on the subnet may be individually connected to network devices that are configured to block all server-to-server communications except where communication is specifically required.