Securing Research and Teaching: Back to School Reminders for Faculty and Staff

Securing Research and Teaching: Back to School Reminders for Faculty and Staff

Welcome back to a new academic year at UBC! As we dive into exciting research and teaching endeavours, prioritizing the security of university information, both on and off campus, is crucial. Here are some key security best practices to keep in mind:

Physical Security:

• Secure Your Devices: Always secure your laptops, tablets, and phones when leaving your workspace, even for short periods. Leaving them unattended in public areas creates a vulnerability for data breaches.
• Be Aware of Your Surroundings: Maintain situational awareness while working in public spaces. Avoid displaying sensitive information on your screen where others might see it.

Secure Remote Work Practices:

• Beware of Public Wi-Fi: If you work remotely, exercise caution when using public Wi-Fi networks. Avoid accessing sensitive information or university systems on unsecured connections.
• Utilize UBC's VPN: To create a secure connection when working remotely, use the university's free virtual private network (VPN) service called myVPN.

Email Security:

• Use UBC Email Accounts: For all work-related communications, solely use UBC email accounts, such as FASmail. Data residency requirements outlined in the Freedom of Information and Protection of Privacy Act (FIPPA) prohibit the use of accounts hosted outside Canada (e.g., Gmail or Hotmail). Additionally, non-UBC email systems may not meet UBC's security and records management standards.
• Beware of Phishing Attempts: Remain vigilant and skeptical of suspicious emails. The "[CAUTION: Non-UBC Email]" banners serve as a warning of potential phishing attempts. Remember, UBC, the Canada Revenue Agency (CRA), and financial institutions will never request personal information via email.

Data Transmission and Sharing:

• Be Mindful of Data Sensitivity: When transmitting information, consider its sensitivity level. The UBC Information Security Standard U3 outlines the approved methods for transmitting and sharing university data.
• Need-to-Know Basis: Ensure the recipient requires access to perform their duties at UBC (need-to-know basis) before you share sensitive information.
• Encrypt Sensitive Data: Data classified as Medium, High, or Very High-Risk requires encryption for added protection.

By implementing these security measures, you can significantly contribute to safeguarding UBC's data and your personal information.

Go Further:

• Detailed information on various security measures for faculty and staff