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Data Security Program

Preparing to leave Stanford

If you have been using a Stanford-owned device, it must be turned into your supervisor who may access or pass along the data used in the course of your work. The device and the data stored on it will remain encrypted. If you have been using a personally-owned device, you must turn your Stanford data over to your supervisor and remove it from your device. It is absolutely essential that you take full personal responsibility and invest the time to thoroughly cleanse your personal computing devices prior to your departure.

You may only decrypt your personally-owned computers after you have transferred all sensitive data to your Stanford supervisor. Steps for doing so are outlined below.

1

Remove PHI and other High and Moderate Risk data from your Mac computer

Only you know where you stored PHI and other High and Moderate Risk (previously Restricted and Prohibited) data. Please check in all office documents, file systems, and email folders and attachments. Some best practices: clear out your downloads folder, completely remove your Stanford email account(s) and Stanford Calendar. Don't forget to also remove Stanford data from any local backup device which you may have (external HD, flash drives, Time Capsule, etc.).

Once you have located the data and returned it to your supervisor, you need to remove it securely by following the Deleting Files from a Mac Guide »

Best Practices

To clear your Downloads or Documents folders:

  • • Go to the Finder.
  • • In the menu bar, select "Go" and choose the appropriate folder from the menu.
  • • You may then look through that folder for Stanford data. Users with small amounts of data on the machine may be able to select "All My Files" but this option will probably yield a prohibitively large number of files for most users.
  • Removing files

Removing Stanford accounts:

Depending on your version of Mac OS X, you may be able to remove accounts by way of System Preferences.

  • • Under the Apple menu, choose "System Preferences" and then click the "Mail, Contacts & Calendars" option.
  • Select Preferences
  • System Prefences window
  • • In the Mail/Contact/Calendar page, you can delete Stanford accounts by selecting them in the left-hand column and pressing the minus button at the bottom of the column.
  • System Prefences window

After removing accounts here, you should still complete the following steps to ensure that the accounts are removed.

  • • To delete your Stanford email account, open Mail and select "Preferences" from the Mail menu.
  • Mail preferences
  • • From there, choose "Accounts" in the top row of the Preferences window. Your mail account may be called "Stanford," "Zimbra," or something similar. Select it and click the minus button at the bottom of that column to delete the account.
  • mail accounts
  • • To delete your Stanford Calendar, open the Calendar or iCal application and select "Preferences"
  • Calendar preferences

The process is the same as Mail: Select "Accounts" on the top row, select the appropriate account from the left-hand column, and delete by pressing the minus button.

Calendar accounts

Finally, you should make sure there are no email attachments with Stanford data that need to be deleted. Go to the Finder, and select the "Go" menu while holding down the Option key on your keyboard. You should see an additional option for "Library." Select it and the Library folder will open.

Mac Library documents

From there, look in the folder "Mail Downloads" to make sure there are no documents containing Stanford data.

Libraru window

You should clear the cache and any saved passwords from your browser.

Safari | Chrome | Firefox

Safari

In Safari, you can do this by selecting "Reset Safari" under the Safari menu.

Safari clear cache

Check "Clear History," "Remove all website data," "Remove saved names and passwords," "Remove other AutoFill form text" and "Clear the Downloads list."

Chrome

In Chrome, you may select "Clear Browsing Data" under the Chrome menu.

From the "Clear Browsing Data" window, select "the beginning of time" and check "clear download history," "delete cookies and other site and plug-in data," "empty the cache," "clear saved passwords" and "clear saved Autofill form data."

Firefox

Firefox users will have to clear this data manually.  From the Firefox menu, select "Preferences."

Under the "Privacy" option in the top row,  select "Clear your recent history."

In the resulting window, for "Time range to clear" choose "Everything," and check the boxes for "Cookies," "Cache" and "Active Logins."

In the previous window, select "Remove individual cookies."  From there, type "Stanford" into the search bar and click "Remove All Cookies."

To remove Stanford data from your MDM-equipped iPhone or iPad, go to https://mdm.stanford.edu, log in with your SUNet ID and password, and click "Remove Stanford Data."

If you did not use MDM to set up mail and calendaring, open the Settings application on your iOS device and go to "Mail, Contacts, Calendars."  From there, choose the Stanford account – it may be called Stanford, Zimbra, Exchange or whatever else it was named when set up – and scroll to the bottom of the screen and choose "Delete Account."

2

Remove BigFix

1. Download the Big Fix installer from the Mac tab on the BigFix Guide.

2. Open the Bigfix_90586_SOM.dmg file and you will be given the option of AgentUninstaller and BigFix_Mac.pkg

3. Select "AgentUninstaller" and click to "Open"

4. You will be prompted to verify that you wantto uninstall BigFIx. Click "Ok" to begin the uninstallation process.

5. You wil see a dialogue box stating that the uninstlaler files wants to make changes. Enter your admin password and click "Ok"

6. When the process completes, restart the computer.

3

Remove CrashPlan

Directions for how to uninstall CrashPlan from your Mac can be found under the Mac tab on the CrashPlan Guide »

4

Store your FileVault recovery key

We recommend that you keep the FileVault encryption software on your machine. You may want to store the recovery key in a safe location for future use. You can get your key by calling 5-HELP (650-725-4357).

You may only decrypt your personally-owned computers after you have transferred all sensitive data to your Stanford supervisor. Steps for doing so are outlined below.

1

Remove PHI and other High and Moderate Risk data from your Windows computer

Only you know where you stored PHI and other High and Moderate Risk (previously Restricted and Prohibited) data. Please be sure to check in all office documents, file systems, and email folders and attachments. Some best practices: clear out your downloads folder, completely remove your Stanford email account(s) and Stanford Calendar. Don't forget to also remove Stanford data from any local backup device which you may have (external HD, flash drives, etc.).

Once you have located the data and returned it to your supervisor, you need to remove it securely by following the Deleting Files from a PC Guide »

Best Practices

  • • Click Start
  • • Open your personal folder (last, first name)
  • • Open the Downloads folder
  • • Press Ctrl + A to select all files
  • • Press Delete
  • • In Outlook, click the File tab
  • • Click Account Settings
  • • Select Account Settings from the dropdown menu
  • • Select Zimbra Collaboration Server account
  • • Click Remove
  • • Click Yes
  • • In Outlook, click the Tools tab
  • • Click Account Settings
  • • Select the Email tab
  • • Select Zimbra Collaboration Server account
  • • Click Remove
  • • Click Yes
  • • Click Start
  • • Click Control Panel
  • • Make sure "View by:" on the top right is set to either "Large Icons" or "Small Icons"
  • • Click Folder Options
  • • Select the View tab
  • • Make sure “Show hidden files, folders, or drives” is selected
  • • Close the Folder Options window
  • • Click Start
  • • Open your personal account
  • • Open AppData (if you do not see AppData, refer to step 6)
  • • Open Local
  • • Open Microsoft
  • • Open Outlook
  • • Press Ctrl + A to select all files
  • • Press Delete

Internet Explorer | Chrome | Firefox

Internet Explorer

  • • Click Tools (or the gear icon on the top right, depending on your version of IE)
  • • Click Internet Options
  • • Under Browsing History, click Delete
  • • Check all checkboxes and click Delete

Chrome

  • • Click the Menu (three horizontal lines) button
  • • Click Tools
  • • Click Clear browsing data
  • • Make sure “the beginning of time” is selected from the dropdown menu
  • • Check all checkboxes and click Clear browsing data

Firefox

  • • Click Tools
  • • Click Options
  • • Click the Privacy tab
  • • Click “clear your recent history”
  • • Select Everything from the dropdown menu
  • • Check all checkboxes
  • • Click Clear Now
2

Remove BigFix

1. Open Add and Remove Programs by clicking the Start button and typing “Add and Remove Programs.”

2. Located the program called “Tivoli Endpoint Manager Client;" this is the same as BigFix. Click on the program and select “Uninstall.”

3. You will be asked to verify that you want to uninstall the Tivoli Endpoint Manager Client. Click "yes" to begin the uninstall process.

4. When the process completes, restart the computer.

3

Remove CrashPlan

Directions for how to uninstall CrashPlan from your PC can be found under the PC tab on the CrashPlan Guide »

4

Store your BitLocker recovery key

If you are using BitLocker on your PC, we recommend that you keep the installed encryption software on your machine. You may want to store the recovery key in a safe location for future use. You can get your key by calling 5-HELP (650-725-4357).

If you are using either PGP or McAfee encryption on your personal PC, you should decrypt, but only after all Stanford data has been removed. For assistance with decrypting PGP or McAfee, contact IRT at 650-725-8000.

If you use an iPhone, you will want to remove the Mobile Device Management (MDM) service and profiles from your device before leaving Stanford.

To do so, browse to the Self-Management Page on the MDM site and click the Unenroll My Device button.

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