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Advancement Collection Data Security

Advancement Collection Access Prerequisites
The Advancement data collection is part of the University of Pennsylvania's Data Warehouse. Access to the Data Warehouse requires three things:

  • permission
  • a query tool
  • training

Individuals who desire access to the Advancement data collection must complete the Advancement Data Access Request eForm and obtain supervisor, school access administrator and Developement and Alumni Relations (DAR) approval.

Click here for more information on Business Objects training.

In general, users of the Advancement Collection will need training on the vocabulary and concepts used in Atlas. You may register for Atlas training through Penn Knowledge Link. You should register for:
  • Atlas Navigation and Inquiry for New Users- DAR
  • Atlas Reports - DAR

Releasing Data Outside the University
Be cautious about releasing Advancement data outside the University. If you do not customarily release data outside Penn, and you receive a request for data to be sent outside the University, contact the Office of DAR Data Services at (215) 898-3062.

Keep a Log
You might want to keep a log of the reports you create, even if you are giving it to someone within the University. The log might include:

  • Who requested the data.
  • When they made the request.
  • What data they requested.
  • Why they requested the data/how they planned to use it.
  • What query and/or report you used.

Releasing Data Within the University
Within the University, Advancement data may be disclosed only if it is needed to do the business of the University, and only to those who need to know the information in order to do their jobs. If you are not sure whether to fulfill a request for Advancement data, call the Office of DAR Data Services at (215) 898-3062

Desktop Security
Query Results. If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption.

  • Examples of physical security are locked offices and locked keyboards.
  • Examples of access control software are a screen saver with password protection (which your computer has been set up to initiate at startup) or specialized desktop security software.
  • If you encrypt your query results, you will need to decrypt them before accessing them with Business Objects.

Warehouse Access
When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy, contact the Office of Information Security.


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