Additional Resources > Transferring Files with Credit Card Data

The University Archives requires departments to comply with strict security procedures when transferring records to the Archives that contain credit card data.

Full credit card numbers must not be retained any longer than necessary for immediate business needs. As soon as the business need is satisfied, the middle eight numbers must be punched out. Such redacted records, containing only the first and last four digits of the credit card number, are not subject to the procedures listed below and may be treated like any other financial records.

If your department cannot avoid retiring records that contain full credit card numbers, the following procedures must be followed before they can be transferred to the Archives:

▪ Segregate documents that contain full credit card numbers from all other records

▪ Clearly label boxes with "CC" if they contain documents with full credit card numbers

▪ When you contact the Archives to transfer boxes of these records, inform our staff that the boxes contain documents with full credit card numbers.

Compliance with these procedures is essential due to the unique security requirements and retention periods related to credit card information.

More information is available from the Notre Dame Credit Card Support Program.

This page was last updated October 12, 2009