Protect University Data

Research findings, student records, financial information, and intellectual property are all examples of the types of sensitive data that are regularly found on Texas A&M devices. Every member of our community has a role in safeguarding institutional data.

• Student records: Grades, transcripts, financial aid, disciplinary records
• Research data: Experimental results, grant proposals, unpublished findings
• Employee information: Personnel files, payroll, benefits, performance reviews
• Financial records: Budgets, contracts, donor information, payment data
• Intellectual property: Patents, copyrights, proprietary software, trade secrets

And any other data that is used in the course of conducting university business.

Use university-approved systems for storing and sharing university data. Avoid personal cloud services like Dropbox or personal Google Drive accounts for university information.

Encrypt sensitive files when storing locally or sending via email. Use university-provided encryption tools or built-in encryption features.

Follow the principle of least access. Only access data you need for your role, and only share it with those who have a legitimate need to know.

• Never send Social Security numbers, passwords, or financial data via unencrypted email
• Use secure file sharing systems provided by the university for sensitive documents
• Be cautious with "Reply All" — ensure all recipients should see the information
• Verify recipient email addresses before sending confidential information

Lock your computer whenever you step away, even briefly. Use Windows+L or Cmd+Ctrl+Q to lock quickly.

Secure printed documents. Don't leave sensitive printouts at printers. Store physical files in locked cabinets when not in use.

Clean desk policy. Clear your workspace of sensitive documents at the end of each day.

Be alert for attempts to compromise university data:

• Phishing emails asking for login credentials or system access
• Unsolicited requests for student or employee information
• Suspicious attachments or links, even from known contacts
• Requests to bypass normal data access procedures

• If you suspect a data breach or security incident: report it immediately to the Security office—don't wait!
• Preserve evidence. Don't delete suspicious emails or files until instructed by IT Security.
• Change passwords for any potentially compromised accounts.