[ { "page": 1, "items": [ { "page": 1, "type": "TEXT", "location": { "l": 34.08, "t": 606, "r": 167.52, "b": 572.88 }, "text": "REGULATION TITLE: Data Security Controls", "reading_order": 0 }, { "page": 1, "type": "TEXT", "location": { "l": 33.36, "t": 554.64, "r": 325.92, "b": 521.52 }, "text": "APPLIES TO:\nAll users of KSU information technology resources", "reading_order": 1 }, { "page": 1, "type": "TEXT", "location": { "l": 33.36, "t": 504, "r": 265.68, "b": 452.4 }, "text": "ADMINISTRATIVE AUTHORITY:\nChief Information Officer (CIO)\nDepartment of Information Technology", "reading_order": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 435.36, "r": 123.36, "b": 420.96 }, "text": "APPROVED BY:", "reading_order": 3, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "l": 33.84, "t": 417.6, "r": 289.68, "b": 401.76 }, "text": "Kentucky State University Board of Regents", "reading_order": 4 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 384.24, "r": 133.92, "b": 369.84 }, "text": "EFFECTIVE DATE:", "reading_order": 5, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 366.24, "r": 123.6, "b": 351.12 }, "text": "August 8, 2025", "reading_order": 6, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 332.64, "r": 154.8, "b": 318.24 }, "text": "NEXT REVIEW DATE:", "reading_order": 7, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 315.36, "r": 124.08, "b": 300 }, "text": "August 8, 2028", "reading_order": 8, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 283.92, "r": 187.2, "b": 269.04 }, "text": "REGULATION STATEMENT:", "reading_order": 9, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "l": 33.6, "t": 251.04, "r": 577.44, "b": 220.32 }, "text": "This regulation implements the Data Security and Management Policy by establishing the specific, mandatory technical controls required to protect university data and information systems.", "reading_order": 10 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 201.84, "r": 115.68, "b": 187.44 }, "text": "DEFINITIONS:", "reading_order": 11, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 169.44, "r": 234.24, "b": 155.52 }, "text": "Personally Identifiable Information (PII)", "reading_order": 12, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "l": 34.08, "t": 152.88, "r": 577.68, "b": 122.88 }, "text": "Sensitive information that can be used to identify an individual, such as Social Security number, date of birth, and driver's license number.", "reading_order": 13 }, { "page": 1, "type": "TITLE", "location": { "l": 33.84, "t": 104.4, "r": 92.88, "b": 90 }, "text": "PROCESS:", "reading_order": 14, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 72.96, "r": 128.16, "b": 59.52 }, "text": "Password Security", "reading_order": 15, "level": 2 } ] }, { "page": 2, "items": [ { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.6, "t": 753.84, "r": 441.12, "b": 740.4 }, "text": "Passwords must be treated as confidential information and must not be shared.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 0 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.6, "t": 724.08, "r": 364.08, "b": 710.16 }, "text": "Network passwords are required to be changed every 180 days.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 1 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 694.32, "r": 578.16, "b": 665.28 }, "text": "All password resets are performed by the Information Technology (IT) Help Desk or online. Users must provide proof of identity (e.g., KSU ID number) before a password will be reset.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 2 }, { "page": 2, "type": "TITLE", "location": { "l": 33.6, "t": 650.4, "r": 199.44, "b": 636.96 }, "text": "Workstation and Device Security", "reading_order": 3, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.32, "t": 619.92, "r": 578.16, "b": 591.36 }, "text": "Password-protected screen savers are mandated on all university-owned computers and must be set to a maximum timeout of 15 minutes.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 4 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.32, "t": 575.76, "r": 578.16, "b": 532.8 }, "text": "All KSU information must be stored on university servers, network storage devices, or university-approved cloud storage. Storing KSU information on local PC drives (C: drive), USB drives, CDs/DVD, or other portable devices is prohibited.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 5 }, { "page": 2, "type": "TITLE", "location": { "l": 34.08, "t": 516.72, "r": 91.2, "b": 503.52 }, "text": "Encryption", "reading_order": 6, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 487.44, "r": 577.92, "b": 458.88 }, "text": "All files containing Personally Identifiable Information (PII) must be encrypted. Instructions for encrypting Microsoft Office documents are to use the \"Protect Document\" feature under the \"File\" menu.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 7 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.36, "t": 442.8, "r": 464.88, "b": 429.12 }, "text": "Applications that do not have encryption capabilities must not be used to handle PII.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 8 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 412.8, "r": 265.68, "b": 398.64 }, "text": "PII is not permitted in the body of an email.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 9 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 382.56, "r": 577.2, "b": 354 }, "text": "Encrypted files containing PII may be sent via email, but the email must not contain the encryption key or password. The key may be communicated over the phone or in a separate email.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 10 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.6, "t": 338.4, "r": 234.96, "b": 324 }, "text": "All backups of PII must be encrypted.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 11 }, { "page": 2, "type": "TITLE", "location": { "l": 34.08, "t": 308.64, "r": 267.12, "b": 293.76 }, "text": "REFERENCES AND RELATED MATERIALS:", "reading_order": 12, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 276.72, "r": 240.48, "b": 262.32 }, "text": "Data Security and Management Policy", "marker": "•", "list_id": "L4", "level": 0, "reading_order": 13 }, { "page": 2, "type": "TITLE", "location": { "l": 34.56, "t": 246.96, "r": 102.48, "b": 232.56 }, "text": "CONTACTS:", "reading_order": 14, "level": 2 }, { "page": 2, "type": "TABLE", "location": { "l": 34.8, "t": 217.44, "r": 575.76, "b": 185.28 }, "text": "
SubjectOfficeTelephoneE-mail
General QuestionsOffice of the CIO(502) 597-7000Wendy.Dixie@kysu.edu
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Revision TypeDate of Issuance/RevisionDrafter(s)/Editor(s)
Issued (New Policy)June 2025Zach Atwell
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