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California State University, Long BeachCalifornia State University, Long Beach

Information Security

Records Management Standard

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DEFINITIONS

Appearance and Records Subpoena
A legal document which requires the University to produce documents and provide personal attendance of a witness.
Cardholder Data
Information contained on a credit card including the cardholder name, the primary account number (PAN), service code, expiration date, full magnetic stripe data, CAV/CVC2/CVV2/CID, and PIN/PIN blocks.
CSU Records Retention Schedule
A CSU document that lists and governs the retention period of identified records that are common within the CSU. The CSU Records Retention Schedules are published on line and can be found at CSU Records/Information Retention and Disposition.
CSU Long Beach Records Retention Schedule
A document that identifies records unique to CSULB.
Financial Information
Personal information which includes, but is not limited to, an individual’s number of tax exemptions, amount of taxes or OASDI withheld, amount and type of voluntary/involuntary deductions/reductions, survivor amounts, net pay and designee for last payroll warrant.
Health Insurance Information
An individual’s health insurance policy number or subscriber identification number; any unique identifier used by a health insurer to identify the individual; or any information in an individual’s application and claims history, including any appeals records.
Media
A general term referring to the material on which business information has been recorded and may subsequently be used for business purposes.
Medical Information
Information regarding an individual’s medical history, mental or physical condition, or medical treatment or diagnosis by a health care professional.
Notice-triggering Personal Information
Specific items of personal information identified in CA Civil Code Sections 1798.29 and 1798.3. This information includes an individual’s name in combination with Social Security Number, driver’s license/California identification card number, health insurance information, medical information, or financial account number such as credit card number, in combination with any required security code, access code, or password that would permit access to an individual’s financial account.
Protected Health Information
Individually identifiable information created, received, or maintained by health care providers or health plans sufficient to allow identification of the individuals such as the individual’s name, address, electronic mail address, telephone number, or social security number, or other information that, alone or in combination with other publicly available information, reveals the individual’s identity.
Public Record
Any writing containing information relating to the conduct of the public’s business which has been prepared, owned, used, or retained by the University regardless of physical form or characteristics.
Record
Any recording upon any tangible thing in any form of communication or presentation, including letters, words, pictures, sounds, or symbols, or any combination of these or other means to engage in business, regardless of media.
Records Disposition
The discarding or abandonment of information or the sale, donation, or transfer of any medium, including computer equipment, upon which information which has reached the end of its retention period is stored.
Records Only Subpoena
A legal document which requires the university to produce documents.
Record Retention
The maintenance of records for prescribed time periods.
Retention Period
The minimum period of time that a record must be kept.
Record Value
The importance or usefulness of a record to the University.  Records may have value in one or more of the following areas:
Operational
Required by a campus/department to perform its primary function
Legal
Required to be kept by law or may be needed for litigation or investigation
Fiscal
Related to the financial transactions of the campus, especially those required for audit or tax purposes.
Historical
Long term value to document past events.
Vital
Critical to maintain or ensure operational continuity for the campus after a disruption or disaster. Vital records or information may fall into any one of the above value categories.
Subpoena
A legal document that directs the University or an employee of the University to attend at a specific time and place to testify as a witness, and/or to produce documents or other tangible objects in a legal proceeding.
Writing
Any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means or recording upon any tangible thing and form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.

FURTHER INFORMATION

Information Security
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