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Third Party Data Transfer Procedure

Version 1.2


This procedure standardizes how data is transmitted/transferred between the University’s IT Resources and a third-party. 


This IT document, and all policies referenced herein, shall apply to all members of the University community, including faculty, students, administrative officials, staff, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Procedure Statement

Transmission of data to or from the University, and a third-party, must be reviewed and approved by the University Information Security Office (UISO), per the Third-Party Data Transfer policy.

The requestor must submit a service request on EasyVista from the Tech Help tab on to initiate a third-party data transfer request. Click Submit a Request. 

EasyVista instructions: 

  1. Type “Third Party Data Transfer” in the search field under “Request Catalog.” 
  2. Click “More.” 
  3. Click “Request It.” 
  4. Complete all the required fields on the request form. 
    • You may use the Additional Information text box to provide the processors' details that are not included in the form (e.g., additional contacts, specific instructions, notes). 
  5. Click “Ok.” 
  6. EasyVista notifies all related parties of the request via email. 
  7. The University Information Security Office will have the opportunity to review the submission and either approve or reject the request. 
  8. If the request is rejected, all parties mentioned in the request ticket will receive an email notification. 

Note: If a request is rejected, you will need to modify your request and submit a new ticket. 


IT Resources include computing, networking, communications, application, telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services. 

Related Policies and Procedures

Implementation Information

Review Frequency Biennial
Responsible Person Director, IT Security
Approved By CISO
Approval Date 03/11/2019

Revision History

Version Date Description
1.0 03/11/2019 Initial document
1.0.1 03/18/2020 Updated to statement
1.2 02/22/2021 Updated procedure statement