As well as the importance of keeping the Universities data secure, staff should also be aware that security can also be breached when data is on your screen or printed off.

Because of this, there are some basic guidelines to help keep your workstations secure.

1.   Be aware of the classification of the information you hold.

University information has been classified into three high level categories and detailed in the University's Information Security policy:

• Public data can generally be made available or distributed to the general public;
• Proprietary data is for internal University use and not for external distribution; and
• Restricted (moderately to highly sensitive) data is to be used only by individuals who require it in the course of performing their University responsibilities, or data which is protected by Federal and/or State legislation.

2.   Ensure that your desk and surrounding workspace is clear of papers and clutter.

• A clear desk assists clear thinking, enables you or your colleagues to find items quickly and promotes a more professional image to visitors.

• Maintaining a clutter-free workspace can also help to reduce workplace accidents and falls.

How?

• Papers containing restricted information should be kept locked away whilst you are working on them but are temporarily away from your desk.  A locked drawer is suitable for this purpose but if you have your own office, locking the door will suffice too.
• Post-its should not be used to record restricted information, such as passwords, or other similar information.
• If large numbers of files are required, a lockable filing cabinet should be procured and when you are finished with a file, it should be put away as soon as possible.
• Don't print out emails or papers only to read them and then throw them away.  Only print what you absolutely need a hard copy of.
  Always clear your desk before you leave for the day, that way information isn't kept unsecured and you are ready to work when you arrive the next morning.
• All waste paper which contains restricted information must be shredded or placed in 'confidential waste' bins.  Under no circumstances should this type of waste paper be thrown away in normal wastebins.

3.   Ensure that restricted information is not kept on your screen when not needed.

• A clear screen works in a similar way to a clear desk and allows you to think more clearly.

How?

• Close any applications or windows that are not required.  Any that are required on an ongoing basis, such as Outlook, can be minimised to reduce clutter on the desktop.
• Every time you leave your desk, even if only for a few minutes, you should lock your screen (Press the windows button on your keyboard and L at the same time).  A quick chat or coffee break can turn into an extended time away from your desk.  University computers are set up to require a password to unlock computers, this should not be disabled.

4.   Know where your mobile and portable storage devices are at all times.

• Theft or misuse of devices leaves the University susceptible to exploitation of any data they may hold.

How?

• Every time you leave your desk, ensure any mobile devices are locked away or taken with you.

5.   Keep your copies safe.

• Restricted information left lying around in printer trays or fax machines may be picked up and/or used maliciously by someone who shouldn't have access to that information.

How?

• All printers and fax machines should be cleared of papers as soon as they are printed; this helps ensure that sensitive documents are not left in printer trays for the wrong person to pick up.