This page is to be used in conjunction with REG 08.00.03 – Data Management Procedures and the following pages:

• Controls for Securing University Data – Best Practices
• Data Categories, Trustees, Stewards, and Custodians
• Storage Locations for University Data
• Frequently Asked Questions – Data Management Procedures
• Data Management Procedures Summary and Guidance

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Contents of this page

• Sharing data
• Pertinent compliance documents
• Responsibilities of the Data Steward
• Data sensitivity levels
• Abbreviations used in the tables
• Finding a data element in a table quickly
• Two types of data elements
• Determining the sensitivity level for a single-component data element
• Determining the sensitivity level for a composite data element
• Tables of data elements
  • Personal Data
  • Financial Data
  • Student Data
  • Employee Data
  • Other Sensitive Data
• Contact for additional information

Sharing data

Several regulations determine the sensitivity levels of certain data that is to be shared with other individuals either within or, especially, outside of NC State University. The sensitivity level of a particular data element will determine the controls needed to protect it. The tables on this page will help you determine the appropriate sensitivity level.

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Pertinent compliance documents

The following laws and contractual documents have been considered in terms of how they dictate the sensitivity of data elements with respect to the university. For a helpful explanation of what compliance means for a university, see Compliance (ISO 15), provided by Educause.

Federal Laws

• Family Educational Rights and Privacy Act (FERPA)
  Federal law that protects the privacy of student education records
• Higher Education Act of 1987 Title 34: Education, Part 688, Student Assistance General Provisions
  Specifies compliance requirements for Student Loan Data
• Red Flags Rule: Fighting Fraud with the Red Flags Rule
  Introduction and link to the Red Flags Rule, a part of the Federal Trade Commission’s Fair and Accurate Credit Transactions Act of 2003 (FACTA), which requires a formal written Identity Theft Prevention Program, with particular relevance to credit card data
• Gramm–Leach–Bliley Act (GLBA)
  Privacy laws for organizations that provide banking services
• Educause DMCA FAQ
  Provides a good introduction and links to the laws covering the sharing of copyrighted materials, which should be handled as highly sensitive data.
• Health Insurance Portability and Accountability Act of 1996 (HIPAA).
  • The Health Information Technology for Economic and Clinical Health (HITECH) Act
    Widens the scope of privacy and security protections available under HIPAA
    See also HITECH Act Summary.

North Carolina Laws

• North Carolina Identity Theft Protection Act of 2005
  North Carolina General Statute § 75‑60
• North Carolina General Statutes, Chapter 126: State Personnel System
  NC Personnel Act

• North Carolina General Statutes, Chapter 132: Public Records
  Includes NC Social security numbers and other personal identifying information
  (North Carolina General Statutes, Chapter 132-1.10)

Laws about Electronic Signatures

• The Federal Electronic Signatures in Global and National Commerce (ESIGN) Act
• North Carolina General Statutes, Commerce and Business, Chapter 66
  • see Article 11A: Electronic Commerce in Government
    Covers the use of Public Key signatures for communication with NC state govt agencies
  • see Article 40: Uniform Electronic Transactions Act
    Implements the federal ESIGN Act in more detail at the NC state level
• Guidance for Industry Part 11, Electronic Records: Electronic Signatures – Scope and Application (PDF)
  Covers the use of digital signatures to support research activities under contract to U.S. Department of Health and Human Services, Food and Drug Administration

Contractual provisions

• Payment Card Industry (PCI) Data Security Standard (PDF)
  Contractually binding IT security rules for accepting credit cards
• Research legislated and contractual requirements
  • Federal Human Subjects Research
    IRB-related matters
  • Federal Information Security Management Act (FISMA)
    Federal government IT regulation
  • Defense Federal Acquisition Regulation Supplement (DFARS)
    Department of Defense rules
  • US Export ControlsStoring data in foreign countries
  • EU Privacy directive
    Rules for handling data about European Union country citizens
  • Other contractual requirements on a research case-by-case basis.

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Responsibilities of the Data Steward

• must approve the complete list of data to be shared by your application or use
• has the final say concerning the level of sensitivity of the data to be shared, after consultation with the following:
  • OIT Security and Compliance personnel
  • OIT Enterprise Applications Systems (and/or College/Dept) business analysts
  • other relevant Data Stewards
  • Office of General Counsel, when appropriate
• has the final say, after consultation with OIT Security and Compliance personnel, concerning the controls needed to protect that data in the context of your application and sharing requirements
• must negotiate any non-standard controls with OIT Security and Compliance personnel
• will provide direction regarding the specific controls needed for particular data elements, based on the level of sensitivity of the use of the data for which the Data Steward is responsible
• may add a data element to one of these tables if he or she considers it to be sensitive, with the approval of OIT Security and Compliance personnel and other relevant Data Stewards
• will consult with OIT Security and Compliance personnel for advice and direction.

For a list of Data Stewards for various categories of University Data, see Data Categories, Trustees, Stewards, and Custodians.

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Data sensitivity levels

The data sensitivity levels as defined in the Data Classification Standard, section 6 of Reg 08.00.03 – Data Management Procedures are as follows:

• Ultra-sensitive – Purple
• Highly sensitive – Red
• Moderately sensitive – Yellow
• Normal, not sensitive – Green
• Unclassified– White

Ultra, High and Moderate levels are considered sensitive.
Normal and Unclassified data are not sensitive.

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Abbreviations used in the tables

• DoD: Department of Defense
• FERPA: Family Educational Rights and Privacy Act
• GLBA: Gramm–Leach–Bliley Act (Financial Services Modernization Act of 1999)
• HIPAA: Health Insurance Portability and Accountability Act of 1996
• PAN: Primary Account Number (Payment Card Industry)
• PCI-DSS: Payment Card Industry Data Security Standard (PDF)
• HR: Human Resources
• PHI: Protected Health Information (HIPAA)
• PII: Personally Identifiable Information (PDF)
• VIN: Vehicle identification number

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Finding a data element in a table quickly

Instead of scrolling, you can use your browser’s search feature to quickly locate a data element within a table as follows.

1. Hold down the Control key (PC) or Apple key (Mac).
2. Press the letter F key.
3. Type the desired word(s) to search for. If found, the word(s) will be highlighted.
4. To find the next occurrence of the same word(s), press the Enter/Return key.

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Two types of data elements

• A single-component data element consists of only one item of information; e.g., name, mailing address, ID number, Social Security number. Most of the data elements in the tables are of this type, and the sensitivities required in various contexts are shown by the color designations in the tables.
• A composite data element consists of more than one single-component data element; e.g. a medical record will normally contain a name, mailing address, age, and other components, maybe even a Social Security number. For your convenience, possible composite data elements in the tables below have been linked to this paragraph. Only an initial estimate of the sensitivity of each of these data elements is given in the tables. The actual sensitivity can be determined only after identifying all of those component elements and determining their individual sensitivities. This task will usually be the responsibility of the Data Steward, in consultation with the Data Custodian and other persons as needed. For details, see Determining the sensitivity level for a composite data element (below)

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Determining the sensitivity level for a single-component data element

1. Locate the row in one of the tables that contains that data element.
2. Locate the color-designated cells, if any, in columns 3 through 10 in that row. These cells indicate the applicable laws and regulations for the data element and the sensitivity level required by each. For unfamiliar abbreviations in those headings (e.g., FERPA), see Abbreviations used in the tables (above).
3. Determine the applicable laws in your application environment, in consultation with your Data Steward.
4. For applicable law columns, determine the highest sensitivity level found among those color-designated cells. This will be the sensitivity level for the data element.
5. If no law or regulation in columns 3 through 10 governs your use of the data element or any of its components (i.e., all these columns show N/A, then use, as a default, the sensitivity level indicated in column 2, headed NCSU, of the data element’s row.

If you need assistance in finding a data element or determining the proper sensitivity level for it, contact the appropriate Data Steward. A list of these is found at Data Categories, Trustees, Stewards, and Custodians.

Determining the sensitivity level for a composite data element

1. Be careful to identify all of the single-component elements that make up the composite data element.
2. Locate the row in one of the tables that contains the composite data element.
3. Locate the color-designated cells, if any, in columns 3 through 10 in that row. These cells indicate the laws and regulations governing the handling of the data element and the sensitivity level required by each. For unfamiliar abbreviations in those headings (e.g., FERPA), see Abbreviations used in the tables (above).
4. Determine the applicable laws in your application environment, in consultation with your Data Steward.
5. For applicable law columns, determine  the highest sensitivity level found among those color-designated cells.
6. Make note of the highest sensitivity level found among those color-designated cells. This will be the initial estimate of the sensitivity level for the composite data element.
7. Select one of the single-component elements that you identified in Step 1.
8. Locate that component’s row in one of the tables.
9. Locate the color-designated cells, if any, in columns 3 through 10 in that row. These cells indicate the laws and regulations governing the handling of the data element and the sensitivity level required by each. For unfamiliar abbreviations (e.g., FERPA) in those headings, see Abbreviations used in the tables (above).
10. For applicable law columns, determine  the highest sensitivity level found among the color-designated cells in that row.  This will be the sensitivity level for that single-component.element.
11. Repeat Steps 5 through 8 for each of the remaining single-element components of the composite data element.
12. Review the initial sensitivity level for the composite data element as well as the sensitivity levels you determined for all its components. The highest one of these levels will be the actual sensitivity level for the composite data element. NOTE: In some cases, this will be higher than the initial sensitivity level for the composite data element.
13. If no law or regulation in columns 3 through 10 governs your use of the data element or any of its components (i.e., all these columns show N/A), then use, as a default, the sensitivity level indicated in column 2, headed NCSU, of the data element’s row.

If you need assistance in finding a data element or determining the proper sensitivity level for it, contact the appropriate Data Steward. A list of these is found at Data Categories, Trustees, Stewards, and Custodians.

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Tables of data elements

Data elements are grouped in the five tables below as follows:

• Personal Data
• Financial Data
• Student Data
• Employee Data
• Other Sensitive Data

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Personal Data

1 Data Element	2 NCSU	3 FERPA (student records)	4 GLBA	5 HIPAA	6 PCI- DSS	7 NC ID Theft	8 NC Public Records	9 NC Personnel Act (employee records)	10 Red Flag	NCSU provisions
Adult’s personal name (last, first, middle)	Green	Green	Green	Yellow if with PHI	Purple if with PAN	Yellow if with PII	Green	Green	Green	N/A
Minor’s personal name (last, first, middle)	Green	Green	Green	Yellow if with PHI	Purple if with PAN	Yellow if with PII	Yellow	Green	Green	N/A
Social Security number	Purple	Purple	Purple	Purple	N/A	Purple	Purple	Purple	Purple	N/A
Citizenship or country	Yellow	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Race	Yellow	Yellow	Yellow	Yellow	N/A	Yellow	N/A	N/A	Yellow	N/A
Sex	Yellow	Yellow	Yellow	Yellow	N/A	Yellow	N/A	N/A	Yellow	N/A
Marital status or effective date	Red	Yellow	Red	Red	N/A	Red	N/A	Red	Red	N/A
Spouse or partner name	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow	N/A	N/A
Dependents (relationship to individual or employee)	Red	Yellow	Red	Red	N/A	Red	N/A	Red	Red	N/A
Birth date	Red	Yellow	Red	Red	N/A	Red	N/A	Red	Red	N/A
Death date	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow if employee’s dependent	N/A	N/A
Birthplace	Yellow	Yellow	Yellow	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A
Mother’s maiden name	Red	Yellow	Red	Red	N/A	Red	N/A	Red	N/A	N/A
Personal photograph	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Internet Protocol (IP) address	Yellow	Yellow	Yellow	Yellow if with PHI	N/A	Yellow	N/A	N/A	N/A	N/A
Media Access Control (MAC) device number	Yellow	Yellow	Yellow	Yellow if with PHI	N/A	Yellow	N/A	N/A	N/A	N/A
Digital signature (e.g. cryptographic private keys)	Purple	N/A	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A
Biometric data	Purple	N/A	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A
Fingerprints	Purple	N/A	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A
Personal auto registration or VIN	Red	N/A	N/A	N/A	N/A	Red	N/A	N/A	Green	N/A
Personally-owned property title information (see composite data element)	Yellow	N/A	N/A	N/A	N/A	Yellow	N/A	N/A	N/A	Green
Serial number of personally-owned item	Yellow	N/A	N/A	N/A	N/A	Yellow	N/A	N/A	N/A	Green
Home address	Yellow	Green if in Directory	Green	Yellow if with PHI	N/A	Green	N/A	Yellow if in personnel file	Green	N/A
Home telephone	Yellow	Yellow	Yellow	N/A	N/A	Yellow	N/A	N/A	N/A	N/A
Mobile telephone	Yellow	Yellow	Yellow	N/A	N/A	Yellow	N/A	N/A	N/A	N/A
Personal email address	Yellow	N/A	Yellow	N/A	N/A	N/A	N/A	Yellow	Yellow	N/A
Non-student medical records, including medical ID number (PHI) (See composite data element)	Red	N/A	N/A	Red	N/A	Red	N/A	Red if in history	N/A	N/A
Disability information (See composite data element)	Red	Red	N/A	Red	N/A	Red	N/A	Red	N/A	N/A
Employer tax ID number (e.g., spouse or dependent)	Yellow	N/A	Yellow	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A
Passport number	Red	N/A	Red	N/A	N/A	Red	N/A	N/A	Red	N/A
Alien or immigration ID	Red	N/A	Red	N/A	N/A	Red	N/A	N/A	Red	N/A
Driver’s license number	Red	N/A	Red	N/A	N/A	Red	N/A	N/A	Red	N/A
Criminal investigation record or police record (See composite data element)	Red	Red	N/A	N/A	N/A	Red	Red	Red	N/A	N/A
Voice recording (e.g. voicemail, see composite data element)	Assuming the voice recording were transcribed to text, the recording’s sensitivity level would be the same as the transcribed text’s sensitivity level.

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Financial Data

1 Data Element	2 NCSU	3 FERPA (student records)	4 GLBA	5 HIPAA	6 PCI- DSS	7 NC ID Theft	8 NC Public Records	9 NC Personnel Act (employee records)	10 Red Flag	NCSU provisions
Bank name without personal financial info	Yellow	N/A	Yellow	N/A	N/A	Yellow	N/A	N/A	N/A	N/A
Bank name with personal financial info	Red	Red	Red	N/A	N/A	Red	N/A	Red	N/A	N/A
Bank account number	Red	N/A	Red	Red	N/A	Red	Red	Red	Red	N/A
Bank routing number with other financial info	Red	N/A	Red	N/A	N/A	Red	N/A	Red	Red	N/A
Bank account password	Purple	N/A	Purple	N/A	N/A	Purple	N/A	N/A	Purple	N/A
Payment card number (PAN)	Purple	N/A	Purple	Purple	Purple	Purple	N/A	N/A	Purple	N/A
Payment card PIN	Purple	N/A	Purple	N/A	Purple	Purple	N/A	N/A	Purple	N/A
Payment card password	Purple	N/A	Purple	N/A	Purple	Purple	N/A	N/A	Purple	N/A
Payment card expiration date with PAN only	Purple	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A	N/A
Payment card service code with PAN	Purple	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A	N/A
Payment card magnetic strip info (Not to be stored by NC State)	Purple	N/A	N/A	N/A	Purple	N/A	N/A	N/A	N/A	N/A
Beneficiary info	Red	Red	Red	N/A	Red	Red	N/A	Red	N/A	N/A

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Student Data

NOTES:

• If a student invokes a privacy block, then all his/her information must be considered Yellow as a minimum.
• FERPA requires the university to keep all student records private except directory data.

1 Data Element	2 NCSU	3 FERPA (student records)	4 GLBA	5 HIPAA	6 PCI- DSS	7 NC ID Theft	8 NC Public Records	9 NC Personnel Act (employee records)	10 Red Flag	NCSU provisions
Grades, transcripts, GPA	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Student ID	Yellow	Yellow	N/A	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A
Campus physical address	Green	Green if in Directory	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Preferred email address	Green	Green if in Directory	Yellow	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A
Preferred telephone number	Green	Green if in Directory	Yellow	N/A	N/A	Yellow	N/A	Red	Yellow	N/A
Major field of study	Green	Green if in Directory	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Enrollment status (e.g., grade level, undergrad or grad)	Green	Green if in Directory	Green	N/A	N/A	N/A	N/A	N/A	Green	N/A
Enrollment info (class, schedule, program) (See composite data element)	Yellow	Yellow	Green	N/A	N/A	N/A	N/A	N/A	Green	N/A
Student financial aid info (See composite data element)	Red	Red	Red	N/A	N/A	Red	N/A	N/A	N/A	N/A
Financial account payment info (See composite data element)	Red	Red	Red	N/A	N/A	Red	N/A	N/A	N/A	N/A
Student loan number	Red	Red	Red	N/A	N/A	Red	N/A	N/A	Red	N/A
Loan balances & payment schedules (See composite data element)	Red	Red	Red	N/A	N/A	N/A	N/A	N/A	Red	N/A
Admissions & recruiting info (See composite data element)	Yellow	Yellow	N/A	N/A	N/A	Yellow	N/A	N/A	N/A	N/A
Student housing	Yellow	Yellow	N/A	N/A	N/A	Yellow	N/A	N/A	N/A	N/A
Student conduct records (See composite data element)	Red	Red	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A
Attendance dates	Green	Green if in Directory	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Honors, degrees, awards (See composite data element)	Green	Green if in Directory	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Previous educational institution	Yellow	Yellow	Yellow	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A
Student medical records, including medical ID number (PHI) (See composite data element)	Red	Yellow	N/A	Yellow	N/A	Red	N/A	Red if in history	N/A	N/A
Graduate Student Support Plan (GSSP) payments & stipends	Red	Red	N/A	Red if with PHI	N/A	Red	N/A	N/A	N/A	N/A
Weight, height, age (athletic teams)	Yellow	Yellow	Yellow	N/A	N/A	Yellow	N/A	N/A	Yellow	N/A

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Employee Data

1 Data Element	2 NCSU	3 FERPA (student records)	4 GLBA	5 HIPAA	6 PCI- DSS	7 NC ID Theft	8 NC Public Records	9 NC Personnel Act (employee records)	10 Red Flag	NCSU provisions
Office address	Green	N/A	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Office telephone	Green	N/A	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Employee email address	Green	N/A	Green	N/A	N/A	Green	N/A	N/A	Green	N/A
Credit history (See composite data element)	Red	N/A	Red	N/A	N/A	Red	N/A	N/A	Red	N/A
Employee ID	Yellow	N/A	N/A	N/A	N/A	Yellow	N/A	Yellow	N/A	N/A
Background history (See composite data element)	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow	Yellow	N/A	N/A
Original employment date	Green	N/A	N/A	N/A	N/A	N/A	Green	Green	N/A	N/A
Contract terms (See composite data element)	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow	Yellow	N/A	N/A
Current position, title	Green	N/A	N/A	N/A	N/A	N/A	Green	Green	N/A	N/A
Current salary	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow	Yellow	N/A	N/A
Salary change info	Yellow	N/A	N/A	N/A	N/A	N/A	Yellow	Yellow	N/A	N/A
Employee HR file info (e.g., performance, benefit, financial, medical) (See composite data element)	Red	N/A	Red	Red	N/A	N/A	Yellow	Yellow	N/A	N/A

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Other Sensitive Data

1 Data Element	2 NCSU	3 FERPA (student records)	4 GLBA	5 HIPAA	6 PCI- DSS	7 NC ID Theft	8 NC Public Records	9 NC Personnel Act (employee records)	10 Red Flag	NCSU provisions
Export-controlled data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Import-controlled data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Trade secret, intellectual property (e.g., pre-patent research data) (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	Red	N/A	N/A	Red
Research data (DoD unclassified but sensitive) (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Research data (DoD classified) (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Trade secret intellectual property research data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	Red	N/A	N/A	Red
Research data – other (See composite data element)	Yellow	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Yellow
Data under non-disclosure agreement (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Trial preparation materials (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Emergency response plans	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Yellow
Contract, bid, performance info (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	Red	N/A	N/A	Red
Attorney-client relationship (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	Red	N/A	N/A	Red
Meeting minutes before approval (See composite data element)	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Yellow
Drafts of official documents (See composite data element)	Yellow	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Yellow
Published materials (e.g., alumni magazines, university website content)	Green	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Green
Private contributor records (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Other advancement data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Alumni data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red
Non-university foundations data (See composite data element)	Red	N/A	N/A	N/A	N/A	N/A	N/A	N/A	N/A	Red

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Contact for additional information

If you have any questions regarding the use of these tables or determining the appropriate sensitivity level for data, please contact:

OIT Security & Compliance
919.513.7482
security@ncsu.edu.

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