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Scanning for Confidential Data
1. Update Identity Finder
If you use a Managed Workstation, you will not have to download and reinstall the data scan software. An update will run automatically on your machine.
If you are managing your own machine and software updates, you will need to install the latest version of Identity Finder manually.
Visit the Yale ITS Software Library to download the latest version of Identity Finder (Window & Mac OS X) or the Data Scanning Tool (Unix & Linux)
2. Run the Scan
- Follow the Instructions in run Identity Finder on Windows, Mac OS X, or Unix/Linux machines.
- For Windows and Mac OS X, files will be examined for Social Security, credit card, and bank account numbers only. The scanning tool (Data Scanning Tool) for Linux does not cover all types of files, but will attempt to scan common Microsoft Office, text, and database file formats for Social Security and credit card numbers.
Note: Data scanning does not look for protected health information (PHI).
- If your scan did not find any confidential information and you received a notice from TMS about your Data Self-Scan requirement, please return to the Training Management System (TMS) to complete the course requirement.
- If your scan reveals confidential information, read more about handling the confidential data found during the scan.
In its role as an educational institution, a research institution, and an employer, Yale must collect a variety of personal information about students, employees, and patients. Federal and state laws impose many obligations on Yale to protect the confidentiality of this information. As part of the University-wide secure computing initiative, all Yale staff and faculty members are encouraged to do a regular scan of their computers to identify the nature and location of potentially confidential information such as Social Security numbers or credit card numbers.
At regular 12-month intervals, Yale faculty and staff members will receive a reminder email from the Training Management System (TMS) to complete the "Data Self Scan." The TMS "course" is just asking you to confirm that you have scanned your computer for the presence of Social Security or credit card numbers, and that you have taken any action required to remove unneeded data, or securely store any confidential data that is essential to your daily work.