Information Technology Services – Fred Miller, Chief Information Officer
Last Revised: 7/11/14
Title: Physical and Environmental Security
Applicable: Furman University (Students, Staff, Faculty)
Contacts: Information Technology Service Center ext. 3277
Background: Furman University Policy 071.11 “Organizational Security and Data Classification” establishes roles and guidelines for appropriate security and confidentiality of University information resources. This policy establishes requirements for physical and environmental security to protect University information resources.
Policy: Furman University faculty, staff and students must exercise care and judgment to ensure adequate protection of highly sensitive information.
- The University Data Center is protected in a physically
secure location with controlled access using the University’s card access
system. University Police updates the list of individuals authorized to access
the Data Center per instructions from either the Director of Systems and
Networks or the Chief Information Officer.
- All servers containing institutional data, or data made
accessible from off-campus, will reside in the University Data Center or an
approved alternative location. The Chief Information Officer must approve all
alternative server locations.
- Department managers are responsible for notifying ITS of
surplus technology equipment no longer needed for business activities. Disposal
of information systems equipment must proceed in accordance with procedures
established by ITS, including the irreversible removal of information and
- Members of the University community should:
- Adopt "clean desk practices". Don't
leave documents with highly sensitive information unattended; protect them from
casual viewers or office visitors.
- Use a cover sheet for confidential documents.
- When away from your office, close your office
- Use a "Confidential" watermark with a
sensitive Word document.
- Store highly sensitive paper documents in locked
files with a controlled key system (a list of individuals who have access
should be documented) or an appropriately secured area.
- Lock file cabinets containing highly sensitive
information before leaving the office each day.
- Don’t leave the keys to file drawers with highly
sensitive information in unlocked desk drawers or other areas accessible to
- Store paper documents that contain information
that is critical to the conduct of University business in secure file cabinets.
Keep copies in an alternate location.
- Shred paper documents containing highly
sensitive information when no longer needed, making sure that such documents
are secured until shredding occurs.
- Immediately retrieve documents containing highly
sensitive information as they are printed on copy machines, fax machines or
- Verify that you are the intended recipient of
faxes. If you are not, contact the intended recipient and make arrangements for
the proper dispatch of the fax.
- Do not discuss highly sensitive information
outside of work or with anyone who does not have a specific "need to
know". Be aware of the potential for others to overhear communications
about highly sensitive information in offices, on telephones, and in public
places like elevators, restaurants, and sidewalks.
- Ensure that technology equipment containing
highly sensitive information is securely transferred to ITS when it is no
longer needed for business operation.
- Immediately report the theft of Furman
University technology equipment to University Police. Loss or suspected
compromise of data containing highly sensitive information should be
immediately reported to ITS.