We recommend that credit card numbers, social security numbers, bank account numbers, and insurance policy numbers be masked at all times unless a user has a specific need to see this information to perform their job duties. This means all screens, reports, queries, and exports should mask the data unless a direct need is indicated. The cases listed below demonstrate when a user would need access to the information.
- Credit Card number
- A credit card number can be entered in a gift batch, constituent batch, constituent record, or gift record. A data entry user needs to be able to see a credit card number in a batch or record when entering the information, but does not need to see the number when editing a record. When adding or changing a credit card number on a gift or in batch, a drop down is available with credit card numbers if a constituent has more than one. The entire credit card number does not need to be seen here; the masked credit card number with the last four digits showing can be used to select the correct credit card number.
- Data entry personnel may also want to validate data by printing a Batch Validation Report or Gift Entry Validation Report. Printing the masked version of the credit card number is acceptable for this type of validation. It is not a best practice to print a report with the full credit card number.
- Bank account number
- Bank account numbers can be entered only on a Bank/Financial institution record or a constituent batch. The Bank/Financial institution record can be accessed via a constituent record, gift record, or gift batch. The Bank/Financial institution information for your organization is entered in Configuration. Your users need to be able to see a bank account number while entering the information in a batch, record, or Configuration, but they do not need to see the number when editing. When adding or changing a bank (not the bank account field but the bank itself) on a gift, a drop down is available with the bank name and the bank account number. The entire bank account number does not need to be seen here; the masked bank account number with the last four digits showing can be used to select the correct bank account.
- Data entry personnel may also want to validate the data by printing the Batch Validation Report (for the constituent batch only. The gift batch validation report prints the bank name but not the bank account number. Printing the masked version of the bank account number is acceptable for this type of validation. It is not a best practice to print a report with the full bank account number.
- Social security number
Social security numbers can be entered only on constituent or relationship records, or a constituent batch. When entering social security numbers in a batch or record, a user needs to be able to see the number while entering the information, but not when editing the record.
- Insurance policy number
Insurance policy numbers can be entered only on life insurance planned gift records. When entering insurance policy numbers on a record, a user needs to be able to see the number while entering the information, but not when editing the record.
Credit Card/Direct Debit Processing
This includes EFT processes available in The Raiser's Edge, any reports (such as the Credit Card Report), and any custom export files used to transfer files.
- Credit card number/Bank account number
When processing EFT transactions with The Raiser's Edge EFT processes (auto-generate transactions and create EFT transmission files), a user does not really need to see credit card numbers. The main need for viewing credit card or bank account numbers is for exception processing. Users who need to handle exception processing should be given view/data validation rights. Since the two EFT processes (auto-generate transactions and create EFT transmission files) also have separate security access options of their own, another security option does not need to be created for this.
- Print Credit Card Report
Export with credit card and/or bank account number for file formats that The Raiser's Edge does not support. While a user may need to export this information for EFT files, when printing letters or mail functions, they will still want the number to be masked.
- Social Security Number
Social security numbers are not used in EFT processing.
- Insurance policy number
Insurance policy numbers are not used in EFT processing.
Credit card number/bank account number/social security number/insurance policy number
A user who validates data entered does need access to full credit card, bank account, or insurance policy numbers. This may or may not be the person who actually enters the data. However, users who process EFT exceptions will need to view full credit card and bank account numbers.
- How to set up system security in The Raiser's Edge
- What is Personal Information in Security and how to set up these rights?
- What is Blackbaud's recommendation for personal information best practices?