Listed below are a number of steps for the removal of personal data or information from VIVO. These steps may be of assistance when identifying requests for the removal of data, steps for the verification and removal of data, and when to refer the user to the data source.

Note: All data source providers should be notified in writing of the contact email to use for emergency data removal, prior to the first data run.

HR Security/Protection Flag Activated:

Activation of HR Security/Protection Flag can be initiated by data source provider. An individual user requesting immediate removal of data must be handled by "Individual Data Removal Request" procedures.

1. Data source emails VIVOUFCONTACT-L@lists.ufl.edu and calls the UF Team Lead (352-509-5821).

2. VIVO Team Lead or Data Steward verifies the exact field and data that needs removal, by examining the change queue log.

3. VIVO Team Lead or Data Steward immediately removes all HR data properties provided by the data source (phone number, name, etc.) and the person's URI.

4. VIVO Team Lead or Data Steward sends notification to the data source contact, and the VIVO contact email, informing of the removal. Be specific regarding the field affected.

5. VIVO Team Lead or Data Steward contacts user, when requested by data source.

6. VIVO Data Steward identifies that the data will not re-appear with a refresh. If data will reappear, Data Steward identifies what changes need to happen to prevent a reappearance.

7. VIVO Data Steward adds data to the source log file, to review after next data run.

Individual Data Removal Request

Individual data removal can be initiated by data source provider, office administrators, or user.

1. User or Departmental Identity Coordinator initiates request by emailing VIVOUFCONTACT-L@lists.ufl.edu or emailing/calling VIVO Team Lead

2. Requester is referred directly to data source, for removal, and notified of a possible reappearance if not changed at source.

3. VIVO Team Lead or Data Steward verifies the exact field and data that needs removal.

4. VIVO Team Lead or Data Steward removes the requested data.

5. VIVO Team Lead or Data Steward sends notification to the individual and to the VIVO contact email informing of the removal. Included in the email: Specific data found in the affected field and information on changing data directly at the source.

Batch Data Removal Request

Batch removal of data can be initiated by data source provider or, on a case-by-case basis, by unit administrators.

1. Data Source or Departmental Identity Coordinator initiates request by emailing VIVOUFCONTACT-L@lists.ufl.edu or emailing/calling VIVO Team Lead

2. Requester is referred directly to data source, for removal, and notified of a possible reappearance if not changed at source.

3. VIVO Team Lead or Data Steward verifies the exact field and data that needs removal.

4. VIVO Team Lead or Data Steward removes the requested data.

5. VIVO Team Lead or Data Steward sends notification to the requester and to the VIVO contact email informing of the removal. Included in the email: Specific data found in the affected field and information on changing data directly at the source.