Sensitive Data: How to Protect and Manage Sensitive Information at UofL

Sensitive data includes information regulated by laws such as HIPAA, FERPA, PCI, GLBA and university policies. Protecting sensitive data is essential for compliance, privacy and safeguarding university resources. ITS Enterprise Security provides guidance and tools to help you manage and secure sensitive information.

Before You Begin

Ensure you have a valid UofL user account and login credentials.
Review UofL Information Security Policies and Procedures for handling sensitive data.
Identify the types of sensitive data you work with (e.g., student records, financial data, health information).

Objective or Task

Learn how to identify, protect and manage sensitive data in compliance with university and legal requirements.

Instructions

Identify Sensitive Data

• Determine if your data is regulated by HIPAA, FERPA, PCI, GLBA or other laws.
• Review university policies for definitions and examples of sensitive data.

Protect Sensitive Data

• Store sensitive data only on approved, secure systems.
• Use encryption for data at rest and in transit.
• Limit access to sensitive data to authorized personnel only.
• Do not share sensitive data via email, cloud storage, or unapproved platforms.

Manage and Retain Sensitive Data

• Follow university retention schedules and regulatory requirements.
• Purge sensitive data securely when no longer needed, unless retention is required.
• Report any accidental or intentional exposure of sensitive data immediately.

Report Incidents and Get Help

• If you suspect unauthorized access, disclosure or loss of sensitive data, report the incident to secureit@louisville.edu or the ITS HelpDesk.
• For questions about compliance or data management, contact the Information Security Office.

Outcome

After completing these steps, you will be able to identify, protect and manage sensitive data in compliance with university policies and legal requirements.

Further Readings

• UofL Security Information

Need Additional Help

• Contact the ITS HelpDesk: Call 502-852-7997 during business hours:

o Monday through Thursday: 6:00am – 10:00pm
o Friday: 6:00am – 5:00pm
o Saturday: 7:00am – 5:00pm
o Sunday: 10:00am – 10:00pm
o University Holidays: 7:00am – 5:00pm
o Closed on Thanksgiving, the day after Thanksgiving, and Christmas.
o If you have an emergency during off hours, call the HelpDesk to be transferred to an on-call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.

• Live Chat: Chat with the ITS HelpDesk at https://apps.louisville.edu/it/livechat/phplive.php during business hours.

• Submit a Ticket: Use the self-service portal at http://service.louisville.edu to log requests or check the status of existing tickets.

• In-Person Support: Visit the iTechConnect 1:1 help located on the lower level of the Miller Information Technology Center, Belknap Campus, during business hours.