SSN4: The Harvard “business owner” of any records containing identifiable records with full SSNs, whether electronic or paper, stored by the Harvard unit or by a vendor, must annually report that there are such records and describe the system or systems on which they are maintained, the retention schedule, the location of the system(s), and the approximate number of such records containing full SSNs.
SSN3: When no longer required by law or for the business purpose approved through the exception process, electronic or printed identifiable records containing full SSNs and not subject to a legal hold must be properly disposed of so that the information cannot be retrieved or reassembled. In cases where selected records are identified as having archival value, such as stated in the General Records Schedule, those records are to be transferred securely to the Harvard University Archives (HUA), school-specific archives, or appropriate Harvard specialty archives and then securely removed from...
SSN2: New collection processes or new research grants effective on or after July 1, 2017: Identifiable records containing full SSNs may be compiled and maintained only to comply with a specific legal requirement. Full SSNs plus identifiable information may only be used or printed in documents where it is legally required. Identifiable records with full SSNs may not be compiled or maintained if there is no legal requirement for that specific data. For example, maintaining full SSNs only as a tool for differentiating records does not satisfy a legal requirement; the same purpose could be...
SB12: Servers or applications classified as medium risk or higher, or handling data classified as L3 or higher, whether managed directly by Harvard or via contract with a third-party service provider for Harvard's use (e.g. IaaS, SaaS), must use a centrally-managed Harvard authentication system that requires more than one factor for authentication where technically feasible, e.g. HarvardKey or Harvard VPN, or comparable non-Harvard multi-factor authentication system (supported/approved by Harvard).
V3: The security design, policies, and procedures of vendors and other third parties who will collect, process, host or store Level 4 information or manage Harvard critical systems must be reviewed by a University Information Security Officer. Find out more about Vendor Reviews.
V2: Contracts with vendors managing Level 3 or Level 4 information or managing Harvard sensitive systems must contain specific confidentiality and security language already approved by the Office of General Counsel (OGC), or be reviewed by the OGC. Find out more about approved Contract Riders for Vendors.
V1: Written contracts must be executed with all vendors and other third parties who collect, process, host or store Level 3 or 4 information or have access to Harvard sensitive systems. Find out more about appropriate Contract Riders for Vendors.