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Record Confidentiality


Protect the privacy of financial information.

Applies to: 

University of Kansas departments and offices handling confidential payment information.

Policy Statement: 

To avoid inadvertent release of confidential or sensitive information, comply with regulatory mandates, minimize risks to users and the institution, each department is required to engage all measures and effort to maintain confidentiality of any and all internally received, processed and/or otherwise managed information that hold or utilize data sets containing student information/records, personally identifiable information such as social security numbers, credit card numbers, banking information and other categories of data that are protected by federal or state laws or regulations. Such data must be secured regardless of the type of information they utilize.

This applies to customer receipt vouchers, transaction tapes, paper checks, screen prints, emails, and reports to which unauthorized individuals may gain access in your environment. Access to sensitive information should be limited and regulated by procedure. Information should be stored properly on a daily basis to ensure safety and internal control.


Controller's Office
1450 Jayhawk Blvd.
Strong Hall

Approved by: 
Approved on: 
Wednesday, July 1, 1992
Effective on: 
Wednesday, July 1, 1992
Review Cycle: 
Annual (As Needed)
records, confidentiality, records confidentiality, records security, confidentiality of records, security of records
Change History: 

02/17/2023: Updated contact section.
04/16/2021: Updated Contact and owning unit sections from Comptroller to Financial Services.
06/27/2019: Updated contact section.
03/23/2015: Updated to reflect current nomenclature for Student Account Services.
10/2010: Reviewed.

Financial Categories: 
Financial Oversight
Information Access & Technology Categories: 
Privacy & Security

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