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Document Imaging Standards

Statement:

North Dakota State University (NDSU) uses digital imaging to preserve and protect required documents that may or may not contain confidential data. The University in the course of its business operations and processes is dedicated to ensuring the privacy and proper handling of this information. 

Purpose:

To ensure that digital document imaging systems and the information created is accurate and secure. 

Scope:

NDSU hs adopted a compliance strategy for all divisions and departments who use digital imaging to preserve and protect documents. 

Policy and Procedure Overview:

  1. Digital document imaging systems must be approved and registered according to NDSU Policy, Section 710 by the NDSU Division of IT Vice President and CIO.
  2. All data stored and maintained on the system is classified and protected according to Nort Dakota University System (NDUS) Policies and Procedues 1901.2, 1904.1, 1912, 1912.1; and NDSU Policies, Sections 158, 710 and 713.
  3. If the digital imaging system is outsourced to a third party vendor, the vendor must comply with all policies and procedures as listed in above item 2.

Document Imaging Procedure Summary:

To ensure that digital document imaging systems and information created are accurate and secure, the folowing are to be present in an imaging program:

  1. Procedures employed shall comply with standards established by the NDUS and also defined in procedures for managing digital systems.
  2. Documentation created will outline and describe system software and hardware specifications and written policies and procedures that document the creation, maintenance, use and preservation of digital images within the system.
  3. Training schedules implemente will include initial instruction as well as regular, ongoing retraining must be implemented to ensure that employees understand the policies and procedures and any changes that may occur.
  4. Audit mechanisms to monitor the reliability and authenticity of the digital images must be activated, understood and used.
  5. Hardware and software shall be monitored for reliability, integrity, and security of the system.
  6. Departments, divisions, and colleges must periodically review all document imaging policies, procedures, and guidelines, and make necessary updates to meet regulatory changes.

 

 

More Information:

University System Procedural Requirements
Digital imaging policies and procedures overview
Technical Digital Imaging Procedure
Digital Imaging Procedures for Users

 

Contact Information

Eric Miller
NDSU Internal Auditor
Old Main 16
701-231-7933
eric.j.miller@ndsu.edu

Theresa Semmens
NDSU Chief IT Security Officer
IACC 210D
701-231-5870
theresa.semmens@ndsu.edu

NDSU IT Security Updates

August 26, 2014

Smartphone Shared Memory Vulnerability Found.

A Vulnerability in the barrier between applications and operating systems has been found in Android, Windows Phone, and iOS devices.  This vulnerability could allow an attacker to track user activity over time on a mobile device through the use of specially crafted app that a user installs on their device.

http://www.net-security.org/secworld.php?id=17284


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North Dakota State University
IT Help Desk Phone: +1 (701) 231-8685
Administrative Calls Only: +1 (701) 231-7961 / Fax: (701) 231-8541
Campus address: Quentin Burdick Building 206
Physical/delivery address: 1320 Albrecht Blvd, Fargo, ND 58102
Mailing address: NDSU Dept. 4510 / PO Box 6050 / Fargo, ND 58108-6050
Page manager: Information Technology Services

Last Updated: Thursday, January 12, 2012