Space@Penn Collection Access Prerequisites
Before you use the Space@Penn data in the Warehouse, you should be familiar
with the operations of the Space@Penn web update process. For further information about TRIRIGA,
contact the IT Director, Facilities Services. You must also submit a a Data
Warehouse access request eForm for the Space@Penn collection.
Data Outside the University
The only two offices that may disclose building or room level data outside
the University are the Division of Facilities and Real Estate Services
and Institutional Research & Analysis. If you do not work for those offices
and you receive a request for data to be sent outside the University,
refer the requester to the Division of Facilities Services.
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
- When they made
- What data they
- Why they requested
the data/how they planned to use it.
- What query and/or
report you used.
Within the University
Within the University, building, room and occupancy 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 these data, call the Division
of Facilities Services.
Questions you should
ask to help decide whether to fulfill a request for building, room or
- Who wants the information?
- Why do they want
- For what purpose
will the information be used?
- If they pass the
information on to someone else, for what purpose will that person use
it? Note: Usually, the data should be for the requester's use
- How will they secure
the information once they have it?
- How will they dispose
of the information when they are done with it? For example, hard copy
reports should be shredded.
Query Results. If you save your query results in Excel, pdf, or any other local file type, you must
it that any sensitive data stored on your personal 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.
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.