- Secure Computing
- Protect data
- Data scanning
Scanning your computer for confidential data
In its role as an educational institution, a research institution, and an employer, Yale must collect a variety of personal information about students, employees, and patients. Federal and state laws impose many obligations on Yale to protect the confidentiality of this information. As part of the University-wide secure computing initiative all Yale staff and faculty members are encouraged to do a regular scan of their computers to identify the nature and location of potentially confidential information such as Social Security numbers or credit card numbers.
Files will be examined for Social Security, credit card, and bank account numbers only. Note: Data scanning does not look for protected health information (PHI).
The process for data self scanning
At regular 12 month intervals, Yale faculty and staff members will receive a reminder email from the Training Management System (TMS) to complete the "Data Self Scan." This TMS "course" is really just asking you to confirm that you have scanned your computer for the presence of Social Security or credit card numbers, and that you have taken any action required to remove unneeded data, or to securely store any confidential data that is essential to your daily work.
A link at the end of the next section will take you to a page that will explain what to do if the scan uncovers confidential data.
Dealing with the results
If you have received a notice from TMS about your Data Self-Scan requirement and the scan revealed no confidential information, please return to the Training Management System (TMS). Follow the link to the Data Self Scan and complete the form that opens when you click on the "> Click here to access this course." link. When you click on "I Agree" and are taken to the confirmation page, the requirement is complete.
If your scan did reveal confidential information, please follow the link below to receive more information on how to proceed.
Download links and installation instructions
If you use a Managed Workstation, you will not have to download and reinstall the data scan software. An update will run automatically on your machine.
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Scanning software tools for Microsoft Windows computersThe Windows data scanning tool (Data Detection Software - Identity Finder) will examine all files on your system for Social Security, credit card, and bank account numbers. The tool will also examine email messages and file attachments in your email. Get the Windows data scanning tool from the ITS Software Library |
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Scanning tools for Apple Macintosh OS X computersThe scanning tool for Macintosh (Data Detection Software - Identity Finder) does not cover all types of files, but will attempt to scan common Microsoft Office, text, and database file formats for Social Security and credit card numbers. Get the Macintosh OS X data scanning tool for Intel Macs from the ITS Software Library Get the Macintosh OS X data scanning tool for PowerPC from the ITS Software Library |
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Scanning tools for Linux computersThe scanning tool (Data Scanning Tool) for Linux does not cover all types of files, but will attempt to scan common Microsoft Office, text, and database file formats for Social Security and credit card numbers. Get the Linux data scanning tool from the ITS Software Library |
Next → How to handle confidential data from your self scanning
