Data Privacy Guidelines

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Presentation given by R. Woodruff "Woody" Angst at the 2013 Youth Exchange Officers Preconvention Meeting.

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Data Privacy Guidelines

  1. 1. DATADATA PRIVACY GUIDELINESPRIVACY GUIDELINES PRE-CONVENTIONPRE-CONVENTION YOUTH EXCHANGE MEETINGYOUTH EXCHANGE MEETING LISBON PORTUGALLISBON PORTUGAL 22 JUNE 201322 JUNE 2013
  2. 2. RECENT DISCUSSIONSRECENT DISCUSSIONS RI Staff – Youth Protection ManualRI Staff – Youth Protection Manual John Hewko – US Dept of State MeetingJohn Hewko – US Dept of State Meeting Registrants – ABIJ ConferenceRegistrants – ABIJ Conference Peter Markos – NAYEN ConferencePeter Markos – NAYEN Conference YE Committee and Regional Leaders --YE Committee and Regional Leaders -- YesterdayYesterday
  3. 3. PRIVATE PERONAL DATAPRIVATE PERONAL DATA Unique ID NumbersUnique ID Numbers Dates of BirthDates of Birth Personal PhotographsPersonal Photographs Personal Contact InformationPersonal Contact Information
  4. 4. PEOPLE INCLUDEDPEOPLE INCLUDED StudentsStudents Biological ParentsBiological Parents Host Parents and DependentsHost Parents and Dependents Rotarians in Sponsor and Host ClubsRotarians in Sponsor and Host Clubs Rotarians in Sponsor and Host DistrictsRotarians in Sponsor and Host Districts Rotarians with Regional OrganizationsRotarians with Regional Organizations Non-Rotarian VolunteersNon-Rotarian Volunteers
  5. 5. ROTARY ORGANIZATIONSROTARY ORGANIZATIONS Youth ExchangeYouth Exchange Rotary Foundation -- ScholarshipsRotary Foundation -- Scholarships Interact Clubs -- MembershipsInteract Clubs -- Memberships Rotaract Clubs – MembershipsRotaract Clubs – Memberships RYLA – ParticipantsRYLA – Participants Rotary – Our Future RotariansRotary – Our Future Rotarians
  6. 6. PROTECTING DATA ANDPROTECTING DATA AND INFORMATIONINFORMATION Secured Files – Login AccessSecured Files – Login Access Password IdentificationPassword Identification EncryptionEncryption Back Up -- Files and RecordsBack Up -- Files and Records Housing Copies – Second LocationHousing Copies – Second Location Retention SchedulesRetention Schedules
  7. 7. EXPOSURE TO LOSS / THEFTEXPOSURE TO LOSS / THEFT Email address on employer’s ServerEmail address on employer’s Server Email address on another serverEmail address on another server Personal Data on public websitePersonal Data on public website Data Bases without secured loginsData Bases without secured logins Attachments to emailsAttachments to emails Failing to terminate people’s accessFailing to terminate people’s access Failing to backup and store off siteFailing to backup and store off site
  8. 8. REASONS FOR CONCERNREASONS FOR CONCERN Identity TheftIdentity Theft Personal SafetyPersonal Safety Lives Adversely AffectedLives Adversely Affected Ability to help others is compromisedAbility to help others is compromised Integrity of data is compromisedIntegrity of data is compromised Ability to monitor people’s successiveAbility to monitor people’s successive involvement is lostinvolvement is lost
  9. 9. WHO IS CONCERNEDWHO IS CONCERNED Everyone in this roomEveryone in this room Everyone in Rotary supporting YEEveryone in Rotary supporting YE Every business owner, managerEvery business owner, manager Everyone requesting technical helpEveryone requesting technical help Everyone providing technical helpEveryone providing technical help
  10. 10. CONCLUSIONCONCLUSION This issue is a real concernThis issue is a real concern I tried to outline areas for considerationI tried to outline areas for consideration You need to help develop our guidelinesYou need to help develop our guidelines
  11. 11. QUESTIONSQUESTIONS For you to ask in the discussion groupsFor you to ask in the discussion groups For you to answer if possibleFor you to answer if possible They are importantThey are important
  12. 12. Thank You for ParticipatingThank You for Participating Woody AngstWoody Angst North America Youth Exchange NetworkNorth America Youth Exchange Network Anchorage, AlaskaAnchorage, Alaska wangst13@gmail.comwangst13@gmail.com 907-272-0562907-272-0562

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