Report any incident or potential data breach immediately
Administrative Policy Statement 2.5 states that UW employees “must report an unforeseen event, a potential or confirmed breach of personal data, or an information security incident promptly to the office responsible for responding to and/or managing the incident.”
- Review the information below.
- Refer to the First Response Checklist for guidance in handling the incident.
- Also see the First Response Guide if you are a system administrator or system owner.
To report an incident involving:
See Human Subjects Division Guide to Reporting New Information.
Contact Health Sciences Administration at 206-543-0702.
Contact UW Medicine Compliance at firstname.lastname@example.org or 206-543-3098 (local) or 855-211-6193 (toll free).
Contact the Office of the Chief Information Security Officer (CISO) at email@example.com or 206-685-0116.
Contact the University Facility Security Officer at firstname.lastname@example.org.
Each individual with delegated authority for incidents is responsible for developing, maintaining, and following an incident management process as defined in APS 2.5: Information Security and Privacy: Incident Reporting and Management. The Office of the CISO will coordinate with other delegate authorities, if needed, to manage the incident response process.
This policy applies to:
- All areas of the University
- All workforce members
- All information except United States government classified information
- All mediums for storing or processing information regardless of who owns, operates, or manages the medium
Incident Do’s and Don’ts
- Report all information security incidents as soon as possible.
- Isolate the affected system to prevent further intrusion, release of data, etc.
- Limit sharing of information to individuals who have responsibility for managing and addressing the incident.
- Be clear about the facts versus assumptions or speculations.
- Document only information that has been substantiated.
- Mark documents as “draft” until finalized.
- Preserve all pertinent systems logs.
- Identify all systems and departments that connect to the affected system.
- Delete, move, or alter files on the affected system.
- Send any notifications before consulting with the appropriate delegated authorities listed above.
- Communicate that there is a potential or confirmed breach to individuals who are not:
- Contributing facts or are decision makers.
- Involved in the incident management process.
- Impacted by the breach.
- Contact or retaliate against the individual(s) who may have caused the event/incident.
- Conduct your own forensic analysis.
What to report
- When did the event occur?
- What type(s) of data are involved?
- How many records are involved?
- Was the data encrypted?
- What system(s), if any, are involved?
- What organization(s) or unit(s) are involved?
- Are there system logs that need to be preserved?
- Is the system deemed critical to operations?
- What was the root cause of the incident (if known)?
- Please provide contact information for your IT support person (if applicable).
- Name(s) of individual(s) at the UW who know or have been informed about the event/incident.