Keeping data safe

Remember to lock and log out

Unless your computer is in a secure, private space accessible only by you, you should enable a screen saver that will automatically lock the screen after 15 minutes of inactivity, requiring a password/passphrase to unlock it. This is necessary, because an unauthorized person could see sensitive information, manipulate your email or social networking sites, or exploit the access to your computer in other ways.

For your own protection, always fully log out of all of your computer accounts before leaving any workstation — this includes not only Oncourse and One.IU, but also from the actual workstation as well (Windows or Mac OS X).

Voicemail security: you may be sharing IU voicemail through iTunes

Users of the Lync voicemail system should be aware that under certain conditions, they could be unintentionally sharing their University voicemail message with other people.

If a person has iTunes installed on a device, and iTunes is configured to share the iTunes library, (as may be set by default during the installation), there exists a strong possibility that retrieving Lync voicemail messages can result in sharing that voicemail message with individuals with access to your iTunes shared Library folder.

While using a media playback program other than iTunes is helpful, there is still the possibility that iTunes can intercept the download of a Lync voicemail message and place the associated .wav file in to the iTunes shared library folder.

If the voicemail message contains information regarding grades, identification numbers, banking numbers, protected health information (PHI), or other forms of restricted or critical data, and that message is shared with individuals who are not authorized to hear that message, then a security breach could occur.

Mobile Device + Sensitive Data = High Risk

We all love the convenience and connectivity of portable electronic devices and storage media such as laptops, USB drives, and smartphones. Unfortunately, such devices are also particularly vulnerable to loss or theft - along with the information stored on these devices.

Loss or theft of portable devices/media is a significant risk and the consequences can be serious, especially when the potential for identity theft and the obligations imposed by sensitive data disclosure laws are considered.

Securing data on laptops and mobile devices

  • Limit information on your device/media. Consider whether you need to store sensitive personal information or university information classified as Limited-access/Restricted or Critical on portable devices or media. University information classified as Limited-access/Restricted or Critical may not be stored on portable devices or media in the absence of a compelling business need. The storage of critical university information on mobile devices requires written approval of the senior executive officer of your unit, or the Institutional Review Board prior to storage. 
  • Encrypt sensitive information on the device. If you must have sensitive information on your portable device – whole disk encryption is a simple and effective way to safeguard your data from theft or loss. It automatically protects your device by encrypting all the data on it, preventing unauthorized access to your data without the key, even if someone steals your device or hard drive. Verify that your computer’s whole-disk encryption is enabled.
  • Be security-minded when you're out and about. Stay alert. Treat your electronics just like cash. Don’t leave your portable device/media unattended. Store such devices securely.