Tag Archives: Data

Departing? Export Your Data

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Icon for Digital ContentsAmid 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.

Data Classification Policy Updates

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Data Classification Policy to permit the secure storage of some sensitive information on Google Shared Drives by enabling rules that prevent our important information from being shared. The new protocol allows Restricted and Private data to be stored in Technology-managed Google shared drives created for your Department. This initiative allows for more flexible remote access to files without sacrificing the security of the familiar Department O-Drive.

For more information about Google Shared drives and using Google File Stream, visit the ServiceDesk website for details, or contact [email protected] to get started.


For questions regarding Information Security, please contact Richard Phung.