World Travel Collection Data Security
World Travel Data Collection Access Prerequisites
Individuals must be authorized to use the World Travel data collection
in the Data Warehouse before they can be granted access to the World Travel data
collection. Individuals granted access to view World Travel data in the Warehouse
can view this data for the entire University.
To request access to the World Travel data collection please contact Enterprise Information and Analytics.
Releasing Data Outside the University
The only office that may disclose travel data outside the University is Penn Travel Services. If you do not work for that office and you receive a request for data to be sent outside the University, refer the requester to Penn Travel 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 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, World Travel 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 World Travel data, contact Penn Travel Services.
Questions you shoud ask to help decide whether to fulfill a request for
World Travel data:
- Who wants the information?
- Why do they want the information?
- 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 requestor's use only. No data should be posted in a public place
including the World Wide Web.
- 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 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.
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.