Unsecured personal computers and portable devices should never contain files with confidential data, such as social security numbers (SSNs). It is strongly recommended that UWF faculty and staff review their computing devices each semester for electronic files or documents containing SSNs. (UWF SSN and UWFID Usage Procedures)

To identify electronic files containing social security numbers, ITS recommends Cornell Spider 2.9.5. Spider will create an interactive log that lists all the files identified as potentially containing confidential data. Each of the files listed should be examined and steps taken to remove the SSN or to protect the file. Protection steps may include moving files to a secure university server or to secure offline storage.
(UWF Procedures for Existing Documents Bearing SSN)

Steps for Using Cornell Spider 2.9.5 for Windows

1. If you do not have the required permissions to install software, contact your LSP.
   Requirements: Windows 2000, XP, or 2003 with Microsoft .NET 1.1 installed.
   Check your computer now for Microsoft .Net Framework
2. Download Cornell Spider: The configuration settings have been preset for you. Installation Instructions
   Download Spider 2.9.5 for Windows
3. Secure the Log file: Spider's log file can function as a roadmap to confidential data and should be well secured. Spider will prompt you to create a password that will be used to encrypt the Spider log.
4. Use Spider Software to Find Sensitive Data: Spider is not 100% effective. There are many file types that store information in a way that Spider cannot interpret and there are limits to the search commands themselves. Close ALL files. Consider running Cornell Spider when leaving for the day as it may run for several hours and may noticeably impact the performance of your workstation. Open Cornell Spider from your computer's Start > All Programs Menu.
5. Verify each file that Spider Finds: Each file in the log should be verified to ensure the data is truly a social security number before decisions can be made concerning what to do with the file. It is against University policy to keep sensitive data on an unsecured workstation. In the Spider toolbar, select File > View Log. Select the log file to view and click Open. If the file is encrypted, supply its password when prompted. Files can be copied into Notepad and saved with the extension .CSV for importing into Microsoft Excel.
6. If you run into problems running Cornell Spider or need a Mac version of Spider, contact the ITS Help Desk at 474-2075 or email helpdesk@uwf.edu.