Departing? Export Your Data

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Amid completing finals, saying good-bye to friends, and preparing for what’s next, it is important for departing students to preserve their digital files that made-up their educational experiences. After leaving the University, Simmons accounts remain active for six months.  After that, stored data will be irrecoverable. We recommend making preparations to export and backup your data now while there’s still plenty of time.

Transferring or exporting data for later use may seem like a daunting and stressful task, however, special utilities make this important job much easier.  

Transfer your data

If you have an existing personal Gmail account (or can make one) we recommend transferring the data from your Simmons account into that account. The process is straightforward and the instructions are simple to follow.

How does it work?

  • Log into Google through your Simmons login.
  • Visit the transfer data website: Copy Content from your School account to Another Account.
  • Emails, Google Drive documents that you own, and documents you own in My Drive will be transferred.
  • Follow the instructions to create a new personal Google account if necessary and to start the transfer.

The transfer can take anywhere from a few hours to a week. You will be notified via email when the process is complete. The original emails and files will remain in your Simmons account after the transfer.

Export your data

If you want a backup ZIP file or do not have a personal Gmail account, Google Takeout is a free, easy-to-use product that automates the download of user data across Google’s services making it ready to be uploaded to a new account or preserved as a back-up.

How does it work?

  • Log into Google through your Simmons login.
  • Visit the Takeout website:  https://takeout.google.com
  • Choose the products and services you wish to back-up. More data can be backed up using Takeout,  including but not limited to: Gmail, Google Apps, Google Calendar, Google Drive Files, Google Keep, and YouTube.
  • Follow the instructions to create an export.
    The files are collected into a ZIP and can be downloaded for safekeeping.

Some downloads may take a long time. Do not worry! Google will notify you via email after they finish packing things up and when downloads are available.  

Where can I learn more?

Google’s Account Help Pages describe the basic procedures:

The Simmons Technology Service Desk is available to help.

Protecting Our Data

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Do you handle sensitive data that is considered Personally Identifiable (“PII”) or non-public information (“NPI”)?  If you do, are they stored in the correct places?  If you are collaborating with others, are the data kept in secure and encrypted locations?  Are the files transferred using a secure method such as Kiteworks?

Please refer to the Data Classification and Secure Storage Policy for more information on approved storage and transmission methods.

In general, PII refers to any information that allows the identity of an individual to be indirectly or directly inferred.  The following are some examples of PII:

  • Names
  • Addresses
  • Social Security numbers
  • Telephone numbers
  • Email addresses
  • Purchase history
  • Internet browsing history
  • Fingerprints
  • Combination of gender, race, birth dates, and/or geographic indicators

The Federal Trade Commission (“FTC”) defines NPI in the Gramm-Leach-Bliley Act.  According to the FTC, NPI includes any information that an individual provides to obtain a financial product or service, unless that information is otherwise “publicly available”. It can also include information obtained from a transaction or in connection with providing a financial product or service.

The following are some examples of NPI:

  • Names
  • Addresses
  • Income information
  • Social Security numbers
  • Data submitted on an application
  • Account numbers
  • Payment history

If you have access to any PII or NPI data that are not secure according to the Data Classification and Secure Storage Policy, please reach out to Technology for assistance.

Digital Spring Cleaning: Refresh Your Online Presence

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Your online presence plays a crucial role in shaping your personal brand and future career prospects. Just like your dorm room, your digital life can accumulate clutter over time. This spring, take the opportunity to declutter and refresh your online presence with these essential tips.

Review your social media profiles
Start by auditing your social media accounts, including Facebook, Twitter, Instagram, and LinkedIn. Ensure that your profiles showcase your best self and align with your professional goals. Update your profile pictures, bio sections, and privacy settings. Remove any outdated or inappropriate content that may not reflect positively on you.

Clean up your digital footprint
Conduct a thorough search of your name on various search engines to see what information appears. If you find any unwanted or inaccurate content, take steps to remove it or contact the website owner. Be proactive in managing your digital footprint by setting up Google Alerts for your name to stay informed about any new mentions.

Optimize your LinkedIn profile
LinkedIn is a powerful platform to network with professionals and explore career opportunities. Ensure that your LinkedIn profile is complete and up-to-date. Add a professional profile picture, write a compelling summary, and highlight your education, skills, and experience. Join relevant groups and engage with content related to your field of study.

Refresh your personal website or blog
If you have a personal website or blog, take the time to update its design and content. Ensure that it showcases your best work, projects, and achievements. Consider adding new blog posts or case studies that demonstrate your expertise and passion for your chosen field.

Manage your email subscriptions
Over time, your email inbox can become cluttered with newsletters and subscriptions you no longer find valuable. Take a few minutes to unsubscribe from unnecessary emails and organize your remaining subscriptions into folders. This will help you stay focused on important communication and reduce digital distractions.

Secure your online accounts
Cybersecurity is crucial in today’s digital landscape. Ensure that all your online accounts have strong, unique passwords and enable two-factor authentication whenever possible. Consider using a password manager to securely store and generate complex passwords.

By following these digital spring cleaning tips, you can refresh your online presence and create a positive digital brand that will serve you well throughout your Simmons years and beyond. Remember, investing time in maintaining a professional and authentic online presence is an essential part of your personal and career development.

Digital Security Tips for Summer Travels

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As summer approaches and many of us prepare for conferences, research trips, or well-deserved vacations, it’s crucial to prioritize digital security while traveling. In this newsletter, we’ll share essential tips to help you protect your data and devices when you’re away from the office.

  1. Update your devices Before departing, ensure your laptops, smartphones, and tablets are updated with the latest security patches and software versions. This reduces the risk of vulnerabilities being exploited by cybercriminals.
  2. Enable two-factor authentication (2FA). Activate 2FA on your important accounts, such as email and cloud storage services. This adds an extra layer of protection, requiring a second form of verification (e.g., a code sent to your phone) in addition to your password.
  3. Use a virtual private network (VPN). When connecting to public Wi-Fi networks at airports, hotels, or cafes, use a trusted VPN service to encrypt your internet traffic. This prevents others from intercepting your data. Simmons provides a VPN for faculty and staff, which you can set up before your trip.
  4. Be cautious with public USB charging ports. Avoid using public USB charging ports in airports or other locations, as they may be compromised. Instead, use your own power adapter and a wall outlet, or carry a portable battery pack.
  5. Enable device encryption. Encrypt your laptop’s hard drive and your smartphone’s storage. This ensures that your data remains protected even if your device is lost or stolen. Most modern devices have built-in encryption options in their settings.
  6. Use a privacy screen Consider using a privacy screen on your laptop to prevent others from viewing your screen in public spaces. These thin, adhesive filters make your screen appear dark to anyone not directly in front of it.
  7. Be mindful of your surroundings. Be aware of your environment when working on sensitive information in public spaces. Choose a spot where others can’t easily see your screen or overhear your conversations.
  8. Keep your devices with you. Never leave your devices unattended in public places, even for a short time. If you must leave your laptop in a hotel room, consider using a portable lock to secure it to a fixed object.

By following these digital security best practices, you can help safeguard your data and devices while traveling. If you have any questions or concerns, please don’t hesitate to reach out to our IT support team.

Safe travels and stay secure!