VCU School of Medicine IronKey User’s Agreement
The IronKey is an encrypted and portable USB storage device that is provided to School of Medicine employees for the storage of sensitive, proprietary, confidential and protected information. These devices are centrally managed and offer data protection in the event if any of these devices are lost or stolen. This form allows an employee to request an IronKey.
Section I. Requestor Information
Please complete the following information for the requestor of the drive.
Requestor’s Department:
Requestor’s Phone Number:
Requestor’s eMail:
Reason for Request:
______
Section II. Data Information
Please specify all types of data that will be stored on the IronKey USB storage device.
Education-Student Records / Personally Identifiable Data
Financial Records / Research & Intellectual Information
Contract Information / Technical Information / Document
Personnel-Employee Records / Facility Operation Security Information
Social Security Number / Investigative & Court Information
Business / Project Information / Other:
Section III. IronKey User’s Responsibility
Please review the following section carefully. As a user of a VCU School of Medicine IronKey USB storage device, I understand and agree to the following responsibilities.
· Store all sensitive, proprietary, confidential and protected information related to any business functions within The Virginia Commonwealth University or the VCU Health Systems on a VCU and / or VCUHS centrally managed network file server. The centrally managed server storage will serve as the primary storage.
· When local or non-network storage is required, store all sensitive, proprietary, confidential and protected information related to any business functions within The Virginia Commonwealth University or the VCU Health Systems on the issued IronKey USB storage device.
· Aside from the assigned VCU or VCUHS network file storage and the issued IronKey USB storage device, do not store any sensitive, proprietary, confidential and protected information related to any business functions within The Virginia Commonwealth University or the VCU Health Systems on any other storage devices, including but not limited to external hard drives, USB drives, flash card, and computer workstations unless a notification is sent to and authorized by the VCU School of Medicine Information Security Officer.
· Immediately remove any sensitive, proprietary, confidential and protected data from the device when local or non-network storage of the data is no longer required.
· Notify the VCU School of Medicine Information Security staff within 24 hours () if a device is lost or stolen. Upon notification, the Ironkey USB storage device will be disabled to prevent data loss.
· Upon separation from the organization, notify and return the IronKey USB storage device to the departmental administration staff, or the VCU School of Medicine Information Security Office. Should I not return the device, I understand I may be charged for replacement cost.
Section IV. Agreement Acknowledgement
VCU School of Medicine IronKey users shall acknowledge receipt of the “VCU School of Medicine IronKey User’s Agreement” when requesting the IronKey USB storage device.
I acknowledge receipt of, understand my responsibilities, and will comply with the “User’s Agreement.” I understand that this agreement establish standards for my actions in recognition of the fact that the users of the IronKey USB storage devices are provided unique system access, and that non-compliance to these rules will be enforced through sanctions commensurate with the level of infraction. Administrative actions due to failure to follow the items described in the agreement may range from a verbal or written warning, denial of system access, to removal of system and data access, depending on the severity of the violation. I further understand that violation of these rules and responsibilities may be prosecutable under local, state and/or Federal Law.
IronKey User
SignatureDepartment Head / Administrator or Designee / Date
Signature
VCU SOM Information Security Officer or Designee / Date
Please send the completed and signed form to VCU School of Medicine Technology Services at
Service Request: Attach to service request submittal through https://supportcenter.vcu.edu
Email:
Fax: (804) 828 – 6835
P.O. Box: 980565