The University needs to ensure all data and information is stored correctly and Data Protection is everyone's responsibility. There are policies, processes and guidance that you must follow in order for the University to be compliant.

Looking after your data when working remotely

Data protection and storing your information securely is just as important when working remotely as it is when you are on campus. Office based data protection measures need to continue to operate well when data leaves the workplace. Here are a few hints and tips to keep your data secure:

• Minimise removal of physical data from work
• During transportation ensure it is secure – e.g. locked in a briefcase
• Do not leave it unattended and remember to take it with you
• Keep paper files secure and shred securely when no longer needed.

When working remotely using a personal or university-owned laptop or computer, please take note of the following tips to keep your data secure:

• If your computer is provided by the University no access to it should be given to other members of your household
• If the computer is yours, restrict access and password protect access to University systems and data
• Don’t share your password and if you have shared it, change it immediately
• Encrypt and/or password-protect information
• Think carefully about what data to download and whether to download it – do you need it and how much do you need?
• Delete data that is no longer required
• Avoid public wi-fi hotspots and don’t leave personal devices unattended in public spaces.

To access your files from your personal device(s), use Microsoft OneDrive for Business or other Office 365 applications, using your University login. Do not use 3rd party cloud storage services like Dropbox, Google Drive, Box.com or OneDrive (using a personal login) for the storage of University files and do not use USB memory sticks or hard drives for storing University files.

Frequently Asked Questions