Outside Vendor Requesting Data Lists for Printing Only (no design or consulting work)

POLICY: 6.6
Effective Date: 07/31/2014
Last Updated: 09/05/2014
Policy Owner: Derek Clark

The University of Georgia/Foundation protects alumni information and limits the use of this data.  Employees may not disseminate information from the database to outside entities without the express written consent of the Division of Development and Alumni Relations.  An example of this type of request is:  A GAIL user creates an event through the event module and is ready to send their export list to their printing and mailing vendor.  Before they can send the contact information to the vendor, the GAIL user must adhere to the security requirements below.

For a Non-University Entity to receive data they must: 

 

  1. Sign a Non-Disclosure Agreement in which the vendor assumes all liability (Personal and Company documents separate) and absolves the University of Georgia and the University of Georgia Foundation of any and all liability.
  2. Must adhere to all UGA and Foundation rules in regard to using the information.
  3. Files must be sent through the secure SendFiles program (http://wiki.eits.uga.edu/help/index.php/SendFiles) to ensure adequate encryption.
  4. Employee will remain responsible for enforcing the rules of the Foundation.  The employee will also ensure the vendor is adhering to terms of the agreement in use and destruction of information.