Lockable filing cabinets are important for paper documents, but maintaining these documents in a safe and monitorable location is also essential. You should develop procedures for having the files unlocked and available when needed by staff, as well as for securing them when not needed. For computerized student data, select equipment that has the appropriate mechanical configuration, provides access to authorized users, and has software that allows the restriction of access to authorized persons only. Among the procedures used to ensure the privacy and security of computer records are password applications that restrict access to data elements and files only to those with authorization, frequent password changes to guard against break-ins, and the use of encryption. Monitoring access to the secured files is also desirable.
Computers can record which users enter into secured files.
The location of computer equipment should guard against threats from intruders as well as physical disasters and other unforeseen problems. Computer equipment should be kept in lockable rooms with appropriate electrical connections and sufficient space to maintain it. In addition, the equipment should not be located near water pipes or other sources of potential disasters. Exhibit 4-1 contains additional information about securing automated records. However the law does not say who those persons are, nor does it stipulate how to determine the limits of a legitimate educational interest.