University of California, Riverside


Best Practices

Best Practices for Protected, Personal Information

  • In general, never store Social Security Numbers and other sensitive information on personal computers, laptops, or other electronic devices.
  • If your workplace duties require storing Social Security Numbers on your electronic systems, the device must be registered with your college or unit’s Responsible Administrative Official along with a plan on how this information has been made secure and must meet minimum standards for connecting to UCR's network.
  • Collect and retain only that data which is essential to the performance of assigned tasks.
  • Delete personal information when there is no longer a business need for its retention on computing systems.
  • Provide staff access to sensitive data only as needed to perform assigned duties.
  • Design database systems so that personal information can be identified.
  • When personally identifying information is included in the distribution of data to any downstream users, include notification of that fact, including reference to these guidelines.
  • Remove personal information not critical to the task when distributing full data sets to downstream users.
  • Whenever possible, configure electronic applications that check authorizing or authenticating databases to return confirming responses rather than personal information.
  • Review and update agreements with external service providers to ensure vendor compliance with these requirements.
  • Be prepared in advance in the event of the need for any immediate notification to individuals whose personal data is retained on computing systems.
  • Never leave sensitive data exposed on computer screens when not in use or leave computer screens unattended without appropriate screen access controls.

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541