Confidentiality & Protection of Information

Human Resources records available from the Human Resources Management System (HRMS) are confidential and the Property of the University of British Columbia.

Data security of the HRMS system is defined as the protection of information systems, data facilities, and resources against accidental or deliberate threats to their confidentiality, integrity, or availability.

Deans, Directors & Department Heads Responsibilities

Deans, Directors and Department Heads are accountable for ensuring the responsible use of administrative system access privileges granted through their authority. Specifically, individuals authorizing administrative system access are responsible for:

  • ensuring that the level of access being authorized to HRMS records is sufficient and necessary
  • ensuring that faculty, staff and students granted access privileges under their authority are aware of this security agreement and accept individual accountability and responsibility for use or abuse of granted system privileges

HRMS User Responsibilities

HRMS users are responsible for the prudent and secure use of information facilities in compliance with good business practice and security standards. An HRMS user assigned a unique user identification code and secret password is individually accountable for all systems access granted through that user identification code and password. HRMS user responsibilities include, but are not limited to:

  • the protection of individual user identification codes and associated passwords
  • ensuring that workstations are not left unattended
  • ensuring that sensitive information displayed on end user workstations or hard-copy reports is not visible to unauthorized individuals
  • ensuring that this security agreement is not violated by the use of the individual identification codes by another person

Terms of Use

Protection of information assets and compliance with this security agreement and accompanying procedures are basic terms of continued administrative system access privileges. Failure to comply with this agreement could result in disciplinary action including termination of system access privileges.

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