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Data and Document Standards - Document Imaging Computer Best Practices
Data drives NDSU. Utilizing best practices with the handling of that data ensures that the Students, Faculty, and Staff at NDSU have a safe and productive experience here. The following are best practices for ensuring the safe transfer of data to long term storage.
Best Practices for Scanning Sensitive Information into Perceptive Content:
Single Use - Computers only used for scanning into Perceptive Content should follow these guidelines:
- Add Users that will be doing the scanning only to the Users Group not the Admin Group
- The computers must be firewalled to only allow communication to Perceptive Content - Firewall Setup
Daily Use - Computers that are also used for other work - If the department manager determines that there is acceptable risk should follow these guidelines:
Daily browsing makes a computer more susceptible to malware infection. This could compromise sensitive documents that are scanned. IT Security recommends using a dedicated computer for scanning. A cascade computer is a cost effective way to implement this solution. If a computer is repurposed internally in the department it is recommended to have it reimaged.
- Request to have the computer reimaged with a current tiered image
- Only allow User Access, if administrative access is needed, Make Me Admin must be used
- Make sure that documents are scanned directly to Perceptive Content and not scanned and stored Locally or to other Network connected drives
- Following Records Management processes, original documents must be deleted