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Securing Personal Mobile Devices

By Ellen Holm on March 9, 2015

Many of us use personally-owned mobile devices to access Colgate resources, such as email. To protect against unintentional data loss and to reduce potential liability, use the following links to find instructions on how to secure your devices.

Enable a passcode on your device. A passcode secures your device, much like your ATM PIN. Choose a passcode that is hard to guess. Birthdays, anniversaries, sequences and “going around the keypad” such as 1397 are not good to use as passcodes.

How to set a passcode for your device:

Enable encryption on your device: Knowledgeable thieves can use a computer to bypass your passcode. Encrypting your device ensures that the data can not be read by others.

How to enable encryption on your device:

Enable location and remote-wipe features: If a device is lost or stolen you can remotely disable access to the device.

Here are the ways you can configure these services on your devices:

What is Confidential Data? Confidential Data are data that could have legal, reputational and/or financial damage to the University through loss, theft or unauthorized use or access and includes data protected by regulation, law, contract, and/or University policy. The following data types are Confidential:

  • Federally Protected Student Data under FERPA (e.g. SSN, Student Performance, Disciplinary Records)
  • Personally Identifiable Information (PII) under NY State (e.g. SSN, Bank Account, Driver’s Licence Numbers)
  • Student Loan Information under GLBA (e.g. SSN, Financial Aid Status, Bank Account Numbers, Personal Tax Records)
  • Protected Health Information (PHI) under HIPAA & NYS MHL (e.g. Health Insurance Information, Physical & Mental Health Condition)
  • Credit Card Holder Data under PCI-DSS (e.g. PAN, CVV, Expiration Dates)
  • Donor Information (e.g. Bank Account Information, Estate Records, Names, Addresses, Donation Amounts)
  • Account Authentication Data (e.g. Passwords, Passcodes, PINs)
  • Government Issued IDs (e.g. Driver’s License Numbers, Passport Numbers, Visa Documents)
  • Disciplinary Records (e.g.  EGP Investigations, Campus Safety Records)
  • Faculty and Staff Personnel Records (e.g. Promotion and Tenure Files, Performance Reviews, Payroll Information)
  • Confidential Governmental Data (e.g. data identified by US Government regulations)

Contributors: Peter Setlak and Mark Hine.

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