Data Sharing

D3 Team Project Synopsis

The Problem

Our goal was to identify the most secure methods to send sensitive student information (i.e. economic status, demographics, testing, etc.) internally.

The Team

Dave Casper, Linda Drink, Natalie Hutto, Erin Lester, Laura Grisso, Jim Provenzano, Rosalyn Vann-Jackson

Solutions

In order to increase our internal measures to keep sensitive student information secure, we have identified some best practices currently available to TPS users for internal transmission:


  • Utilize Google Docs- All TPS users have a Google account and information stored in Google is encrypted. Users can share access to specified individuals within Google docs, allowing permissions to view only or edit information in the document. Google docs can be downloaded and uploaded to the Google cloud. Information on how to access and utilize Google Docs was disseminated to the 14 survey respondents. Additionally, these individuals were encouraged to be
  • Password Protected PDF/Excel- Sensitive student information can be transmitted through email using a password protected document. The password should be transmitted separately or via phone call, Jabber, etc. to the recipient.
  • insideTPS Webpage- All TPS users have access to the insideTPS website. Content managers can assign document access to specific users.

Challenge?

The greatest challenge we faced was finding time where everyone could meet. We should have utilized the opportunity for more ‘virtual’ meetings rather than always having F2F meetings.

SMART Goal

By February 1, 2016, 71 percent of the surveyed D3 participants (10 out of 14) will implement at least one of the recommended transmission methods (i.e. Google docs or Share Point) for sending sensitive student data internally.