Excel Security Procedures:

All Excel spreadsheets containing sensitive data must be password protected. In order to manually password protect a spreadsheet, do the following steps:

2010 Excel – Password Protecting File

Open the Excel file you want to protect.

Click “File” tab in the Office Ribbon. This launches what is called the “Backstage view”.

Click “Info”, and then choose “Protect workbook”.

Choose “Encrypt with a Password”.

Enter a password in the dialog box and click, “OK”.

Re-enter your password when prompted, and then click, “OK” again to set the password.

Make sure to remember your set password or store password in a secured location.

2007 Excel – Password Protecting File

Open the Excel file you want to protect.

Click the “Microsoft Office Button”.

Click “Save As”.

Choose “Tools” then “General Options”. (Located bottom right hand corner)

Enter a password in the dialog box for “Password to open” and click, “OK”.

Make sure to remember your set password or store password in a secured location.

2003 Excel – Password Protecting File

Open the Excel file you want to protect.

Click on “Tools” tab.

Click on “Options” tab. This will launch your Options dialog box.

Click on “Security” tab.

Enter a password in the dialog box for “Password to open” and click, “OK”

Excel will open another small window and ask you to verify the password.

Make sure to remember you set password or store password in a secured location.

Excel does not have any password recovery features, so if you forget or lose the password, you will lose access to your document.

Social Security Numbers (SSNs) should not be contained in a spreadsheet. If SSNs are absolutely required, this information should be contained in a hidden field and DO NOT FORGET to password protect your file. (Try to use People Soft Ids instead of SSNs.)

All business-related spreadsheets should be saved and located either on a college network server, (Examples: approved share drives, SharePoint or h:\\bauerfac\staff$\username – this drive is only accessible to you); and not on local machines.

Procedures for sharing information:

• Sensitive data, such as student grades, addresses, or social security numbers, donor information, and confidential employee information SHOULD NOT be sent as an attachment via email.  To share files, Bauer Staff must place the password-protected file on a shared network drive, and provide users with the password via phone rather than by email.
• For non-sensitive data that must be shared via email, do not include the password in the same email, but use the phone or another email to convey the password.
• Spreadsheets containing sensitive data should have a unique password other than the system default password.

Please note that this policy pertains to MS Excel documents, but comparable security-conscious measures should be applied to all Bauer documents and email transmissions.

Research Database Procedures for Purchase, Service and Renewal

All contracts for research databases will be maintained by Bauer IT.

Renewals will also be handled by Bauer IT.    

The above rules will achieve the following benefits:

• Familiarity of the product will be useful for the technical support staff assisting with upgrading or customization of applications.
• Back end services, including purchasing and license management, benefit from a standardized operating environment, which reduces administrative overhead.

 All database purchases will be evaluated by the Faculty Research Committee in order to:

• Ensure that the needs of faculty, staff and students are appropriately met
• Benefit from volume discounts.
• Avoid duplication

For Database access please contact:

• Dr. Thomas George – Finance Department – Phone: 713-743-4762 or Email: tom-george@uh.edu

After the committee has evaluated and approved the database they will submit the request to Bauer IT through the on-line support services (BOSS) http://www.bauer.uh.edu/helpdesk/logon.asp or by e-mail/phone/in person.

Once the request is received by Bauer IT, they will communicate with the committee on the status of their request within 24 hours. Some database contracts have to be reviewed by General Council, which may require additional time.

Bauer Net Account (RICSNT) Requirements

BCB provides each Faculty/Staff an approved Bauer Net account to provide access to our local area network for college business or academic purposes only.

A Bauer Net account is assigned to a single individual who is accountable for the activity on that specific account (this includes student worker(s) and PHD student(s) No generic account is to be used to work on Bauer Computer unless, it is used in our class lab(s) or classrooms – by an approved faculty or staff.

Account Information

Applicable individuals interested in this service should fill out the Bauer Net Account Form, http://www.bauer.uh.edu/technology/bauer_net.asp , obtain the required authorization and return this form to the Bauer Division of Technology department (Suite 102). Individual is to comply with the Bauer Net Account (RICSNT) Requirements as stated above. If you have any trouble or questions, you can contact the Bauer IT Support at 713-743-4871, by email itsupport@bauer.uh.edu, and or by submitting an online request at www.bauer.uh.edu/boss.

Below are some password security guidelines that Bauer faculty/staff should follow to protect and respect the integrity of computing systems within the university and Bauer Net domain:

BCB enforces the use of strong passwords to protect systems, data, and networks at state universities. Strong passwords need to have:

• Minimum length: 8 characters.
• At least one character from each of the following:
• Upper or Lower case (a-z, A-Z)
• Numeric: 0-9
• Special Character: !   #   %   &   (   )   *   @   ^
• After several consecutive failed attempts at logging in, the RICSNT network will lock out the user name.  To unlock or reset password, please call Bauer IT Support at 713-743-4871. (For all other UH password unlock/resets (examples: CougarNet, PASS, BlackBoard etc..) user may need to contact Central IT Support at 713-743-1411.
• All Bauer Net account passwords will expire every 90 days and will require user to change. It is recommended that passwords should not be reused; and for Privileged or high-level access accounts passwords should be updated more frequently. If you are not able to update your password, please contact Bauer IT Support at 713-743-4871.

Please see http://www.uh.edu/strongpasswords and http://www.uh.edu/infotech/php/template.php?nonsvc_id=27  for more information regarding UH General Computing Policies.

Things to Avoid

• PASSWORDS SHOULD NOT BE SHARED WITH OTHERS!
• Users shall not seek or reveal passwords belonging to others users.
• Passwords should not be written down and stored around your desk area or in an obvious place.
• Passwords should not be based on personal information, general words/names, or simple strings of letters/numbers.
• Should not be based on your real name, username/id, handle, nickname, screen name, etc.
• Not complying to change your password at least every 90 days.

Texas Administrative Code 202 Compliance

In compliance with the Texas Administrative Code 202 security policy, Bauer IT has implemented a security banner screen that appears during the Windows log on process. When you first log on to windows, the first screen after entering your username and password will contain the following information:

Security Breach

UH passwords are required by law to protect confidential data and information on students, faculty, and staff from hackers. *UH passwords provide security for many of the universities software applications, which include: PeopleSoft HR/FINA, BlackBoard, and CougarNet systems.

Please see http://www.uh.edu/infotech/policies/ for more information regarding UH Policies and Guidelines. (MAPP policy 10.03.01 http://www.uh.edu/mapp/10/100301pol.htm )