Secure Your Data
Everyone is responsible for sensitive data—from banking information to student grades. We have our personal sensitive data and university sensitive data. Unlocked workstations, unencrypted data on mobile devices, and unsecured wireless networks make data vulnerable to loss, identity theft, and sensitive data breaches.
- Store data on encrypted equipment
- Never store sensitive data on laptops or mobile devices, including USB and external hard drives UNLESS they are encrypted
- Never send sensitive or personal information by email
- Only keep as much sensitive data as you are obligated to keep
- Back up your data regularly
- Lock and log out of your PCs and other devices requiring a password or PIN to unlock it.
Local EKU network storage solutions are a great way to protect your university-related sensitive information. This does NOT include Google or Microsoft drives, however. EKU IT servers can only be accessed by those with appropriate credentials and is frequently backed up to prevent data loss.
Contact the IT Service Desk if you have questions about how to store sensitive data – 1-859-622-3000
Never send sensitive information by email
Emailing sensitive information puts that information out of your control, and in many cases of university data, violates state and federal laws that protect private information. If you must share sensitive or private information, consider secure means of transferring that information.
Remove unneeded data
Consider only storing absolutely necessary information. The more information that exists on a computer, the more that can be stolen in the event of a data breach. If you no longer have a need for the data and have no legal obligation to retain it, delete it.
Back Up Your Data Regularly
Drives fail, can be stolen, or become the victim of virus and malware attacks. With those things, you risk the possibility of losing your data—personal or work files (e.g., financial spreadsheets, dissertation, thesis, syllabi), pictures, videos, artwork, emails, etc. Backups are essential so this doesn’t happen!
For University data, use secure drives at Eastern. Reach out to the IT Service Desk if you need more information about this – 1-859-622-3000
Select a backup location such an external hard drive or cloud drive for PERSONAL data. The drive should be large enough to hold at least 3 backups and stored in a secure location away from your PC.
Protect backups with passwords and encryption, especially if data is private or sensitive
Schedule the frequency of backups based on criticality. We suggest every 3-4 months but if you make a lot of changes to your files you may want to do this more frequently. Also, you should keep at least 3 backups at all times.
Periodically test to confirm your backups are retrievable.