Policy 913 - Cryptography Policy

Section: Information Technology
Policy Number: 913
Responsible Office: Information Technology
Effective Date: 5/1/19
Revised: 5/1/19; 6/11/20

Policy Statement

This policy aims to safeguard St. John’s University (St. John’s) assets by employing data encryption. It is a key component in protecting sensitive information from unauthorized access, control, and deletion.

Scope and Applicability

This policy is applicable to the St. John’s Information Technology (IT) department, but its scope covers the entire University Community. Adherence to this policy helps safeguard the confidentiality, integrity, and availability of St. John’s information assets, and protects the interest of St. John’s, its customers, personnel, and business partners.


St. John’s academic, administrative and business functions are required to employ St. John’s-approved encryption solutions to control access to and preserve the integrity and confidentiality of the processing, storing and transmission of St. John’s data classified as “covered data.”

In general, the St. John’s cryptography policy ensures that encryption techniques are in place during the following processes and situations to protect St. John’s classified information from ever-growing potential threats:

  • Storage of Data in the Cloud
  • E-Commerce Transactions over the Internet
  • Protection of Passwords on Systems 
    • All passwords are hashed.
  • Email Security
  • Remote Access
  • Processing and/or Transmitting Cardholder Data over a Wireless network
    • Strong cryptography in accordance with industry recognized standards
  • Accessing Systems that Store, Process or Transmit Cardholder Data
    • Strong cryptography in accordance with industry recognized standards
  • Use of HTTPS for web application transactions
  • Securing Wireless Networks

It is vital that cryptographic keys are stored and protected from modification, loss, destruction, and unauthorized disclosure. 


The following are definitions relevant to the policy:

  • Computing Resources: All St. John’s information processing resources including all St. John’s owned, licensed, or managed computing services, hardware, software, and use of St. John’s network via physical or wireless connection regardless of the ownership of the computer or device connected to the network.
  • Institutional Data: All data owned or licensed by St. John’s.
  • University Community: Includes faculty, administrators, staff, student workers, graduate/technical assistants, alumni, interns, guests or agents of the administration, external individuals and organizations accessing St. John’s network services, and other authorized users.


St. John’s reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy. Instances of non-compliance must be presented to, reviewed, and approved by the CIO, the Director of Information Security, or the equivalent officer(s).

All breaches of information security, actual or suspected, must be reported to, and investigated by the CIO and the Director of Information Security. 

Those who violate security policies, standards, or security procedures are subject to disciplinary action up to and including loss of computer access and appropriate disciplinary actions as determined by St. John’s.

Related Policies, Standards or Regulations