Data Security and Management 2018-04-09T13:19:12+00:00

Data Security and Management

This section outlines the data and records that will be generated by Trellis Company’s (Trellis’) Student Financial Wellness Survey (SFWS) and describes Trellis’ procedures and protocols for safeguarding anonymity and confidentiality to protect against a breach in data security. Potential participants in the Student Financial Wellness Survey should be aware that these protocols represent reasonable precautions but cannot eliminate the risk of data breaches or the connection of data to their identities.

Types of Data and Records

Survey response data refers to all student-level information collected through Trellis’ Student Financial Wellness Survey tool as a component of participation in the study. Survey response data will be located on Trellis’ servers, will be password protected, and will be accessible only from computers connected to Trellis’ internal network. All computers will be locked and password protected when not in use. Furthermore, access to the files will be limited to the research team with role-based access. The data will not be transmitted via external email servers or loaded onto external storage devices, and any physical printouts made will remain in Trellis’ offices in secure, locked file cabinets when not in use. Any physical printout made will be logged, along with the date of printing, the identity of the person printing it, the retention date by which the printout must be destroyed, and the date that the printout was destroyed. In the event that transfer via an external device is necessary, that device will be encrypted in accordance with Trellis’ Information Security policies (attached).

All digital copies of personally identifiable survey response data or personally identifiable education records from the SFWS data transfers from institutions will be deleted no later than five months from the survey implementation date. All digital copies of de-identified survey response data and education records held by the Student Financial Wellness Survey will be deleted no later than ten years from the survey implementation date.

Student-level records will be used to provide context and analysis for student response data. Students will be fully informed of Trellis’ data security and records retention protocol and informed of potential risks associated with sharing data with personally identifiable information. Institutions of higher education (study locations) will provide education records only for students who consent to have this data shared with Trellis. Proof of digital consent will be stored in a secure, password-protected folder on Trellis’ secured servers.

Education records will be located on Trellis’ secure servers, will be password protected, and will be accessible only from computers connected to Trellis’ internal network. All computers will be locked and password protected when not in use. Furthermore, access to the files will be limited to the research team with role-based access. The data will not be transmitted via external email servers or loaded onto external storage devices, and any physical printouts made will remain in Trellis’ offices in secure, locked file cabinets when not in use. Any physical printout made will be logged, along with the date of printing, the identity of the person printing it, the date by which the printout must be destroyed, and the retention date that the printout was destroyed. In the event that transfer via an external device is necessary, that device will be encrypted in accordance with Trellis’ Information Technology policies.

General Information

Phone: (800) 252-9743

Collections

Phone: (800) 222-6297

Fax: (512) 219-4739

Hours: Monday – Thursday, 8 a.m. to 8 p.m. Central Time, Friday, 8 a.m. to 5 p.m. Central Time

Make a Payment

Make payments online through the myTG portal, or mail checks to:

Trellis Collections
P.O. Box 659602
San Antonio, TX 78265-9602