UChicago Sensitive Data Usage Guide
The UChicago Sensitive Data Usage Guide is intended to assist the University community in making informed decisions about where and how to store and share sensitive University data securely. The guide is predicated on University policy, guidelines, and best practices. For questions regarding this guide contact security@uchicago.edu or privacy@uchicago.edu.
All use of systems must follow:
- IT Services End User Device Policy
- IT Services Acceptable Use Policy
- IT Services Information Systems and Managed End-User Device Standards
- IT Services Information System Physical Environment Standards
- Ask – Consult with Data Steward, IRB, or Chief Information Security Officer
Note: For guidance on where and how to store research data, see the Secure Research Data Strategy at https://srds.uchicago.edu/.
Updated January 9, 2025
| End-user Accessible Devices/Services | Payment Card (PCI) | Personally Identifiable Information other than categories listed here | RHI (Research Health Information) | PHI (Protected Health Information) | Student Education Records | Student Financial Aid Applications | Sensitive Research Information – SRDS level Low | Sensitive Research Information – SRDS Level Moderate | Sensitive Research Information – SRDS Level High | Criminal Justice Information | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| End User Devices | |||||||||||
| ITS virtual desktop | N | Y | N | N | Y | Y | Y | Y | Ask | N | |
| ITS supported device | N | Y | N | N | Y | Y | Y | Y | Ask | N | |
| UCMIT supported device | N | Y | Y | Y | Y | Y | Y | Y | Ask | N | |
| UChicago Police Mobile Data Terminal (MDT) | N | Y | N | N | N | N | N | N | N | Y | |
| other unit-level supported device | N | Ask | Ask | N | Y | Y | Y | Y | Ask | N | |
| Data Storage (permitted data must be stored in a folder to which only specified parties are permitted access) | |||||||||||
| Tank (UCAD shares) | N | Y | N | N | Y | Y | Y | Ask | N | N | |
| BSDAD shares/CRI | N | Y | Y | Y | Y | Y | Y | Ask | Ask | N | |
| UCMedicine shares | N | Y | Y | Y | Y | Y | Y | Y | N | N | |
| ITS sharepoint | N | Y | N | N | Y | Y | Y | Ask | N | N | |
| BSD sharepoint | N | Y | Ask | N | Y | Y | Y | Ask | N | N | |
| Secure Data Enclave (SDE) | N | Y | N | N | Y | Y | Y | Y | Ask | N | |
| Canvas | N | N | N | N | Y | N | Y | N | N | N | |
| UChicago Voices websites | N | N | N | N | N | N | Y | N | N | N | |
| UChicago Intranet | N | Ask | N | N | N | N | Y | N | N | N | |
| Website with public access | N | N | N | N | N | N | Y | N | N | N | |
| Unit-level file server | N | Ask | Ask | N | Ask | Ask | Ask | Ask | N | N | |
| Flash drive & removable media | N | N | Ask | N | Ask | N | Y | Ask | N | N | |
| Cloud Data Storage (University records should not be stored on personal Google or Box accounts) | |||||||||||
| UChicago Google Docs & Drive | N | Ask | N | N | Y | N | Y | Ask | N | N | |
| UChicago Google Sites | N | Ask | N | N | Y | N | Y | Ask | N | N | |
| UChicago Box & UChicago Box Assured Apps | N | Y | Ask | Y | Y | Y | Y | Y | Y | Y | |
| UChicago O365 platform (OneDrive, SharePoint, Stream, Azure) | N | Y | N | N | Ask | Ask | Y | Ask | N | N | |
| Other Cloud Storage | N | Ask | N | N | Ask | Ask | Y | Ask | N | N | |
| Infrastructure as a Service (IaaS offerings) | |||||||||||
| UChicago Google Cloud Platform | N | N | N | N | Y | N | Y | Ask | N | N | |
| UChicago AWS (Amazon Cloud platform) | N | Ask | Ask | N | Y | Ask | Y | Ask | N | Ask | |
| UChicago Azure (Microsoft Cloud platform) | N | Ask | Ask | N | Y | Ask | Y | Ask | N | Ask | |
| Transmission Services | |||||||||||
| UChicago-secure/eduroam wifi | N | Y | Y | Y | Y | Y | Y | Y | N | Y | |
| UCM ucmc-staff wifi | N | Y | Y | Y | Y | Y | Y | Y | N | Y | |
| UChicago (public) wifi | N | N | N | N | N | N | Y | Ask | N | N | |
| Any public wifi | N | N | N | N | N | N | Y | Ask | N | N | |
| Campus network – wired, non-public | N | Y | Y | Y | Y | Y | Y | Y | N | Y | |
| cVPN (Cisco AnyConnect) | N | Y | Y | Y | Y | Y | Y | Y | Ask | Y | |
| UCM VPN | N | Y | Y | Y | Y | Y | Y | Y | Ask | Y | |
| Secure copy (SFTP, SSL, scp) | N | Y | Y | Y | Y | Y | Y | Y | Ask | Y | |
| Digital Communications (best practice is to send a link to a secure file sharing location (see cloud data storage) or password protect the shared file) | |||||||||||
| UChicago O365 (email) | N | Y | N | N | Y | Y | Y | Y | N | Y, if CJIS data is encrypted | |
| UChicago Google mail | N | Ask | N | Ask | Y | Y | Y | Ask | N | Y, if CJIS data is encrypted | |
| UCM email | N | Y | Y | Y | Y | Y | Y | Y | N | Y, if CJIS data is encrypted | |
| Unit-level email | N | Ask | N | N | Ask | Ask | Ask | Ask | N | N | |
| O365 Teams chat (encrypted with History disabled) | N | Y | N | N | Y | Y | Y | Y | N | Y | |
| Slack (not University supported) | N | N | N | N | N | N | N | N | N | N | |
| PoliteMail email marketing | N | N | N | N | N | N | Y | N | N | N | |
| bulkmail | N | N | N | N | N | N | Y | N | N | N | |
| Mobile text and messaging | N | N | N | N | N | N | Y | N | N | N | |
| UCM Texting | N | N | Ask | N | N | N | Y | N | N | N | |
| UCM Page to Text | N | N | Ask | N | N | N | Y | N | N | N | |
| Backup | |||||||||||
| Server – TSM (DD, IDPA (Dell Backup Services) | N | Y | N | N | Y | Y | Y | Y | Y | Y | |
| Desktop – Crashplan/Code42 | N | Y | N | N | Y | Y | Y | Y | Y | N | |
| Voice & Video | |||||||||||
| UChicago voicemail | N | Y | Ask | Y | Y | Y | Y | Ask | N | N | |
| UChicago Zoom | N | Y | Ask | Y | Y | Y | Y | Y | N | Y | |
| Voice & Video | |||||||||||
| UChicago voicemail | N | Y | Ask | Y | Y | Y | Y | Ask | N | N | |
| UChicago Zoom | N | Y | Ask | Y | Y | Y | Y | Y | N | Y | |
| UChicago Police Security Cameras | N | Y | N | N | N | N | N | N | N | Y | |
| Other Services | |||||||||||
| Qualtics survey tools and services | N | Ask | N | N | N | N | Y | N | N | N | |
| UChicago CRI REDCap | N | Y | Ask | Y | Ask | N | Ask | Ask | Ask | N | |
| RStudio | N | N | N | N | N | N | Y | N | N | N | |
| Github | N | N | N | N | N | N | Y | N | N | N | |
| ServiceNow | N | Ask for Service Now forms | N | N | N | N | N | N | N | N | |