Appropriately protecting research data is a fundamental obligation warranted by the research community's underlying commitments to:
- the providers and sources of the data,
- uphold the efficacy of the campus' research mission, and
- to prevent financial or reputational damages to the University.
To protect research data appropriately and effectively, researchers must understand and carry out their responsibilities related to data security. The first step towards that goal is to identify the appropriate data classification, which defines the necessary security control requirements for protecting research data.
Why should research data be classified?
Researchers must securely protect research data when:
- The data elements pose a risk of exposing the identity of the research participants.
- The risk of exposure includes personal medical or financial information, social security or driver's license numbers, or other highly sensitive information that could require notification to the affected research participants in the event of a breach.
- A data usage agreement (DUA) from the data provider explicitly stipulates the related security control requirements.
Researchers also must meet campus security policies:
- To provide baseline protection of the research data that corresponds to the protection level classification, regardless of an existing DUA.
- To act as responsible members of the campus computing community by protecting endpoint and server devices from compromise that could affect other members of campus.
And at a basic level, researchers should avoid a costly security incident that could delay or distract from their research goals by protecting data appropriately.
A relevant example of this last point occurred recently on campus. Ransomware infected a researcher's workstation and spread to the department's network file-share drive, encrypting files containing over 20 years of research project data, with little hope of retrieving the encryption key except by paying the ransom.
This disaster was averted by restoring the files from a recent backup, a good example of security preparedness. Proper security logging also helped to rule out any incidents of illicit access to personally identifiable information. Without such logging, the department may have been responsible for costly notification regarding potential identity fraud to research subjects. Additional security safeguards based upon campus policies, when implemented appropriately, could have prevented this incident or stopped it from spreading.
How is research data classified?
The UC Berkeley Data Classification Standard is a framework for assessing data sensitivity, measured by the adverse business impact a breach of the data would have upon the campus. The following protection levels reflect the basic principle that as the risk associated with the research data increases, more exacting security requirements must be implemented.
|Data Class||Impact||Data Examples|
(Extremely sensitive individually identifiable information)
(Moderately sensitive individually identifiable information)
(Non-sensitive individually identifiable or public information)
Steps for classifying research data
The following steps provide a guideline for the considerations necessary to determine the data classification protection level for research data. Please use the provided template to answer the following questions:
|Step 1||Start by identifying the purpose and nature of the research and the data to be classified.||
|Step 2||Identify the specific data elements.||
|Step 3||Identify any laws, regulations, or data usage agreements that govern the data.||
|Step 4||Estimate the number of sensitive records stored.||
|Step 5||Understand what notification requirements may exist in the event of a breach and the potential impact of those requirements.||
|Step 6||Estimate the impact to the research project if the data is lost.||
Protection Level Requirements
Based on the data protection levels defined in the Data Classification Standard, the Minimum Security Standard for Electronic Information (MSSEI) policy identifies the security protections required to safeguard the data.
The MSSEI requirements include the Minimum Security Standard for Networked Devices (MSSND), which is a mandatory set of protections for all endpoint devices that utilize campus network services and is required for all protection level data classes.
These basic requirements, such as keeping the operating system and productivity software programs up-to-date, and running current malware detection tools, go a long way towards protecting the campus from security incidents such as the ransomware example cited above.
Following is an overview of the basic requirements for each of the protection level data classes:
|Data Class||Security Requirements|
|PL0||All MSSND requirements|
|PL1||MSSND + MSSEI requirements for PL1 data + other relevant requirements (e.g., DUA)|
|PL2||MSSND + MSSEI requirements for PL2 data + other relevant requirements (e.g., DUA, HIPAA, etc.)|
For the classification of PL1 or PL2 data, please contact the Research Data Management Program and/or the Information Security Office (ISO) for assistance with how to apply the MSSEI requirements to research data, and for help with planning the implementation of the requirements.