Recarding 101

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Recarding 101
ID Number Conversion Recarding Made Easy

• Presented By Timothy Aaron
• Director, Global Services

April 12, 2005
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• Session Objectives
• Understand the critical environmental changes
  leading to recarding projects
• Identify the key components of a successful
  conversion and/or recarding effort
• Innovation
• A set of full-service components Blackboard
  Consulting has developed to make the ID
  conversion and recarding effort easier
• Results/Outcomes
• Allow the campus to focus on managing the campus
  constituents dependencies while being assured
  that card production and personalization is being
  well managed

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Agenda

• Background
• The Challenge
• The Solution

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Background
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Historical Perspective

• The Social Security Number
• Became the ideal unique numbering scheme for
  government, banks, insurance, health coverage and
  more
• Colleges and Universities followed this lead and
  used SSN as the ID
• Card Systems were designed to use SSN as ID and
  Card Number

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Historical Perspective (continued)

• SSN becomes the key to the BTS Campus ID and
  Card Number

Printed
Encoded
Stored
Mostly Eliminated
Underway
The Final Frontier
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Identity Theft

• A new category of theft evolves
• SSN becomes a key enabler
• With SSN, thieves can access nearly all other
  personal information
• With this information, thieves can access
  banking, credit, health records
• They can also open new accounts, obtain loans,
  file bankruptcy and even falsify arrest records

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Identity Theft (by the numbers)

• 10 million victims in the US annually
• Requires an average of 600 hours to rectify
• Average out of pocket expense 1,400/victim
• Leads to serious problems
• Higher insurance premiums, credit card fees,
  battles with collection agencies, problems
  finding a job and emotional stress

Source Identity Theft The Aftermath 2003
published by the Identity Theft Resources Center.
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Mandates for Change

• Federal Legislation Regulations
• Privacy Data Protection Acts
• Numerous Bills under consideration
• State Legislation Regulations
• Nearly all states have passed or are debating
  various regulations around SSN usage
• California has a strict notification law that
  requires an institution to proactively notify a
  consumer is a breach occurs
• Campus Policies

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Recent Data Security Issues

• Georgia Tech Event Ticket Ordering Server
• University of Texas, Austin Student stole
  55,000 records with SSN
• New York University Security flaw in web
  exposed student records
• University of Georgia Applicant server hacked
• San Diego State University Financial Aid
  Scholarship Server used for file transfers
• University of California, San Diego Business
  Financial Services server used for movie storage
• University of California, Riverside Stolen
  names and SSN used to make 200,000 in fraudulent
  charges
• George Mason University ID Card production
  server hacked
• University of California, Berkeley Laptop with
  student record data stolen

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The Challenge
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The stakes are high

• Institutions need to protect an individuals
  social security number from being unnecessarily
  exposed or revealed to anyone without the need
  for access to it.
• People are becoming much more concerned about SSN
  usage

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and the risks are great

• SSN as the Campus ID or Card Number in a BTS can
  be viewed on many screens and on many reports
• Approximately 88 of data is stolen manually
  rather than electronically (FTC)
• Operators with system access could breach
  security rules or regulations
• As much as 70 of all identity theft starts with
  theft of data from a Company or Institution by an
  employee (Michigan State)
• When encoded, the number could be skimmed

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so its only a matter of time

• It is really is only a matter of time until you
  have to change
• Individuals
• Campuses
• Campus Systems
• State Regulations
• Federal Regulations

With Identity Theft, the best form of protection
is prevention Gail Hillebrand Consumers Union
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But, this is bigger than you

• This is truly a campus-wide (system-wide)
  project
• Global coordination is needed
• Campus policies
• Project task assignment
• Resource allocation (funding and staffing)
• Dependencies throughout the campus
• Assignment of numbers
• Systems integration

Campus Planning and Card Planning
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Other Reasons for Conversions/Recarding

• The conversion effort may arise from sources
  other than SSN
• New information system implementations
• Increased security for card number
• The recarding effort may arise from sources
  other than SSN
• Programmatic changes
• Logo/Naming updates
• Rebranding opportunities
• Increase security for the card

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The Solution
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Campus Planning Global Policies

• Designate an employee or employees to coordinate
  information security
• Identify security risks, both internal and
  external
• Teach employees how to maintain security
• Require service providers to comply with the law
• Continue to monitor network security

Five Components for Data Security Policies The
Chronicle of Higher Education 07/11/2003
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Card Planning Identify Card Data

• Campus ID (or Customer Number)
• Card Number
• Issue Code
• Magnetic Stripe Encoding
• Tracks 1, 2 and 3
• Barcode

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Card Planning Data Inventory

• Where is card data used and stored?
• Who has authority to gain access and use the
  data?
• Who is the custodian of the data?
• What are acceptable levels of security?
• Originating Systems
• SIS, HR
• Transaction System
• Other Systems
• Card-related
• Others

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Card Planning Data Mapping
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Determine the New Number(s)

• Campus ID/Customer ID
• Centralized assignment of new numbersis
  recommended
• Card Numbers
• Utilize Campus ID/Customer ID
• Randomly assigned (ISO)
• Financial system
• Card Formats (Encoding Schemes)
• Other
• Bar Codes
• Tracks 1 and 3

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Determine Dependencies

• Campus ID/Customer ID
• Identify existing integration
• Identify manual systems
• Card Numbers
• Identify integrated systems
• Identify stand-alone systems
• Identify order for updates
• Dependent on Distribution Plan

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Outline Requirements

• Implementing a New ID Number
• Assignment of Number
• Future Changes
• Systems Integration
• Implementing a New Card
• Card Production (Design Opportunities)
• Card Personalization Requirements
• Card Distribution Options

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Evaluate Carding Options

• Re-encoding
• If you do not print SSN on the card, re-encoding
  might be an option
• Re-issue (with a New Photo)
• Need to evaluate timeline and resource
  requirements
• Re-issue (without a New Photo)
• On campus
• Outsourced

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Card Production (Base Card Stock)

• Standard
• 60/40 PVC/Poly Composite Card
• 4-color Front, 1-color Back (black)
• ½ Hi-Coercivity Magnetic Stripe
• Other Items
• Security Features
• Proximity Card
• Off-line Magnetic Stripe
• Unique Color Variations
• Issues
• If redesigning your card and using existing
  photos keep the photo aspect ratio the same

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Card Personalization

• Print Elements on the Front
• Photo
• Name
• Classification
• Number
• Issue or Expiration Dates
• Print Elements on the Back
• Bar Code
• Number
• Other Items
• DuraGuard Overlay
• Holographic Overlay
• Issues
• Printing near rolled-on stripes may have
  dropouts
• Bar codes require quiet space
• Holographic overlays require 12 weeks lead time
  (and cost a lot)

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Timeline for Implementation

• Influential Factors
• Policy/Legislative Requirements
• Public Relations
• Available Resources
• Inter-dependencies
• Options
• Annual
• Semester
• Immediate

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Consider Blackboard Assistance
Card Design
Card Production
Distribution
System Conversion
Project Management

• Updated Card Designs
• Preprinted Card Stock

• Carding Hardware, Software and Supplies
• Replicated Campus Environment for
  Recarding
• On Campus Testing
• Quality Control

• Production System Conversions
• Customized Distribution Services

• Data Management
• Image Conversions
• Campus ID Number Updates

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Card Design
Card Production
Distribution
System Conversion

• Updated Card Designs
• Standard Stock
• Specialty Designs
• Advanced Features
• Preprinted Card Stock
• Recarding Stock included in flat fee pricing
• Additional supply at volume discount

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Card Design
Card Production
Distribution
System Conversion

• Data Management
• Cardholder Auditing
• System Data Updates
• Image Conversions
• Ensure Photo Utilization
• ID Number Conversion
• Format Import Scripts
• Test Environment
• ISO Pools

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Card Design
Card Production
Distribution
System Conversion

• Off-campus Recarding
• Level 1 Service
• Campus provides Production Ready files
• Name, classification, encoding data, photo, other
• Level 2 Service
• Campus sends us a system back-up and a file of
  newly assigned numbers
• Blackboard creates the necessary production files

Allows production of the new cards to occur in a
closed environment which allows the campus to
continue operations without interruptions and
minimizes cardholder inconvenience
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Card Design
Card Production
Distribution
System Conversion

• Testing
• Small group of cards (15 to 20) are run and
  returned to the campus for testing
• Records updated
• Cards tested in all systems which touch the card
• Retesting, if needed
• Campus approval before production runs
• Finishing Services
• Attach cards to customized card carriers
• Insert cards and carriers into envelopes
• Direct mailing to cardholders

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Card Design
Card Production
Distribution
System Conversion

• Updates to On-Campus System
• Card Production Templates
• Provision of Imports and/or Scripts for Mass
  Card Reactivation
• Level 1 Campus
• Level 2 Blackboard
• Custom Distribution Services Available
• Example Swipe Card to Initiate Import and
  Activation as New Cards are Issued

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Project Management

• Providing expert input to the campus during the
  planning and implementation of ID Number
  Conversion and Recarding engagement
• Partnership with certified card production and
  personalization groups provides quality,
  scalability and capacity to meet expanded needs
• Blackboard Project Manager coordinates all
  activities between campus, card production and
  card personalization allowing the campus to focus
  on the management of campus constituents

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Standard Project Timeline
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Why use Blackboard Consulting?

• Expertise with your system
• Ability to replicate your environment and convert
  system
• Top quality card production
• Top quality card personalization
• Technical resources available to provide systems
  support in conversion and distribution

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In closing

• Innovating Together in 05
• If you still store SSN in your system start
  considering the elements required to remove it
  from your system
• If you are facing an ID number conversion and/or
  campus-wide recarding effort consider the
  services available through Blackboard
• Resources Available
• For more information on this presentation, you
  can contact Tim Aaron at taaron_at_blackboard.com
• Follow up Contact(s)
• If you would like explore the services offered by
  Blackboard, contact your Account Manager or
  Regional Account Executive to schedule a scope
  call
• IF YOU ONLY REMEMBER 1 THING
• Blackboard can help

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Thank you!
Tim Aaron [phone] taaron_at_blackboard.com