Whether you are sharing information with colleagues or accessing university information and data, there are always potential risks to managing personal or confidential information. You can help keep information secure by doing the following things:  

Follow University guidance when choosing passwords

Use strong and unique passwords for all accounts, and never reuse your university password for any other accounts you own. Guidance on choosing a password. 

Before communicating sensitive information, choose the most appropriate sharing method

Share confidential or personal data by providing access using Microsoft 365 links instead of attaching files to emails, avoid sharing unnecessary personal information, and be mindful of what you share online. Would an in-person conversation or telephone call be more appropriate?  

Be aware of what you say about yourself on social media

Consider making personal social media accounts private, sharing too much personal information on social media can put you at risk of social engineering attacks. 

Handle, store and dispose of personal information properly

Follow University policies and procedures for access and disposal of sensitive information.  Don’t be a data hoarder, only keep information for as long as is necessary. Physical documents containing confidential or sensitive personal information must be disposed of using confidential waste bags, and permanently delete emails by clearing them from the ‘deleted items' folder. Find out about recycling waste electrical and electronic equipment.

Secure your laptop and physical items

When you leave your desk, make sure to lock your laptop screen or log out of your account to prevent unauthorised access to stored data.  Additionally, be sure to store physical items such as documents and folders containing personal information in a secure location, when not in use.  

We all play a role in safeguarding the University information and data we collect and use. By following these simple steps, you can help safeguard personal information and reduce the risk of data breaches and identity theft in the workplace.