Content | Navigation |

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

Aug 4, 2015

Free Windows 10 Upgrade, yes indeed Windows 10 is a free upgrade for a year for computers with Windows 7 and 8 installed on them. However, Microsoft will not tell you about this in an e-mail.  Ransomware (software that will encrypt your files and then ask for money for the decryption key) has been seen being delivered through an e-mail promising a free windows 10 upgrade.  Delete these messages as you get them and do not open any attachment that you did not expect to receive.

http://www.net-security.org/malware_news.php?id=3082

 

Jul 28, 2015

1.4 million cars recalled for vulnerable remote control. Fiat, Chrysler, Jeep, and Dodge vehicles can possibly be controlled remotely over the Sprint network. Researchers have shown that while sitting at their desks they can take over many functions of a vehicle on the road through the onboard Infotainment system tied to the Sprint cellular network.

http://arstechnica.com/security/2015/07/fiat-chrysler-recalls-1-4-million-cars-over-remote-hack-vulnerability/

Feb 17, 2015

Over-sharing on a first date could lead to no second date, but over-sharing on a social media site could lead to data theft, real property theft, or physical danger to yourself or your family. There are lots of automated scripts already running on the Internet looking for keywords that are posted to social media,  these scripts do everything from changing the word "meet" to "meat" and posting the results to twitter, to alerting potential thieves that a family is now on vacation and away from their house. Be safe on social media

https://www.privacyrights.org/social-networking-privacy-how-be-safe-secure-and-social#general-tips

Feb 6, 2015

New Slim Spray Diet ... Want a Cruise ... Fight Hair Loss Now ... SPAM SPAM SPAM ... It seems to get into every e-mail inbox beofre the account is even setup.  But there are some ways to fight this menace.

  • Don't reply to it
  • Don't tell vendors your e-mail account
  • If your service has the option, report it or mark it as spam

There are more ways to fight in the link below.

http://www.hongkiat.com/blog/5-simple-steps-to-fight-spam/

FEB 4, 2015

Its Tax Refund Season, Time for a new phone or tablet. But what about the old one? Do you have information on that device that could be used against you?  How can you make sure that your old phones and devices don't come back to haunt you when you are done with it?  Many people buy old equipment off ebay just to see what kind of data is left on those devices.  Follow this guide to make sure that your device is wiped clean before you dispose of it.

http://www.cnet.com/how-to/how-to-wipe-your-phone-or-tablet-before-selling/

FEB 3, 2015

When you download an app on social media or your mobile device, you may be allowing it to collect personal information like your contacts list or location. If possible, look at an app’s permissions before downloading and make sure you are comfortable with the information it collects. If the app does not tell you what information it collects, error on the side of caution and assume that it may be collecting information.

http://www.washingtonpost.com/blogs/the-switch/wp/2014/08/20/what-those-creepy-sounding-app-permissions-mean-and-when-to-be-wary/

 

FEB 2, 2015

There is a security and privacy threat almost everywhere you go.  Most don't even think about it.  Free WIFI, if its free how can that be bad? In fact most Free WIFI could be quite safe, but a few access points could have an active sniffer on the line watching every single nibble of data that goes across its interface, looking for passwords, usernames, or e-mail addresses.  Click Below for more information on safely using WIFI when traveling.

http://www.privatewifi.com/wireless-safety-tips-for-travelers/


Student Focused. Land Grant. Research University.

Follow NDSU
  • Facebook
  • Twitter
  • RSS
  • Google Maps

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