Dear Colleagues,

In today's interconnected academic environment, protecting our university's digital assets has never been more critical. As we mark Data Privacy Week (January 27-31, 2025), we find ourselves at the intersection of groundbreaking research, sensitive student information, and valuable intellectual property. Our role as stewards of this data requires not just awareness, but active engagement in protecting these vital academic resources.

Digital Footprints in Academia

Each semester, our faculty and staff handle a great deal of data points containing sensitive research findings, confidential student records, and crucial administrative information. This digital ecosystem, while essential for our academic mission, also presents unique security challenges that require our collective vigilance.

Every interaction within our university systems can generate a detailed digital trail. When accessing research databases, student information systems, or administrative platforms, you can inadvertently generate trackable data points that could be vulnerable to unauthorized access. These digital footprints extend beyond simple login records to include your research queries, student information, and interdepartmental communications. Understanding these digital traces is crucial for maintaining both personal and Rice security.

Critical Data Protection Areas 

At the heart of our academic mission lies the responsibility to protect sensitive information across multiple domains. This includes safeguarding student records under FERPA regulations, ensuring the integrity of ongoing research data, and HR/personal records. Our intellectual property, from research findings to course materials, requires vigilant protection from unauthorized access or disclosure. Additionally, departmental communications often contain sensitive information about personnel, policies, and strategic planning that must remain secure.

Security measures you can take to help protect Rice data

1. Password Standards: Complying with approved password/credential management procedures listed @ https://oit.rice.edu/guidelines-use-information-technology.
2. Multi-factor Authentication: Ensure you enroll your MFA account with DUO.
3. System Updates: Regular security updates to your operating system and applications.
4. Phishing Awareness: Understand how to spot and report a phishing attempt. (Learn more @ https://iso.rice.edu/phish-bowl).
5. Secure Collaboration: Review data sharing permissions in Box, Google, and Microsoft platforms.

Just for Fun !!!😎

If you think your data is safe and your privacy understanding is top notch try playing the National Cybersecurity Alliance "Level Up Your Privacy Game!" interactive trivia game to test your knowledge at https://www.staysafeonline.org/events/level-up-your-privacy-game. Play along, and learn some new information and tips along the way.

As custodians of Rice data, you are a part of our most important line defense. Your vigilance helps to protect Rice University.

Empowering Protection Through Knowledge -

Chris Freeman - Information Security Awareness Program Manager

christopher.freeman@rice.edu