Privacy and Security Checklist for Office Staff
- Do you need the information?
- Confidential or sensitive information requires special attention; if it is not required, don’t collect it.
- Are filing cabinets containing personal and/or sensitive information locked at night or when not in use?
- Make one or two people responsible for ensuring the filing cabinets are locked at the end of the day, and responsible for the keys.
- Hint: If you have highly confidential records, Facilities Management can install bars to additionally secure locked cabinets.
- Are printer and fax trays emptied at the end of the day?
- Make one or two people responsible for clearing the trays at the end of each day.
- Encourage the use of the secure printing function on printers and multi-function devices.
- Hint: If unsure how secure printing works, ask your IT support for advice.
- Has information been left behind in meeting rooms?
- Remember to clean whiteboards and remove flipcharts, papers and notes when they contain confidential or sensitive information.
- Is your department keeping information longer than required?
- Check the Directory of Records to determine the appropriate retention schedule for your records. Hint: If you need further assistance, call 8275
- Do staff use shredders and secure bins to securely dispose of documents?
- Ensure staff are aware of your office secure disposal methods.
- Hint: Send an email reminder to staff outlining the procedures for disposing of documents particular to your location. If you need further assistance, call 8275.
- Are staff aware of who can see their computer screens?
- Be aware of who can see your screen – either face it away from public areas or add a privacy screen protector.
- Use quick keys to lock your screen: Ctrl Alt Delete or windows key and L key. Mac users: Command-Option-Eject or Control-Shift-Power (ensure that your Security and Privacy settings have the “Require password after sleep or screen saver begins” option enabled)
- Check screen saver settings that your inactive screen is locked; ask for IT support if necessary.
- Are diaries and notebooks left open and unattended on desks?
- Secure diaries when not in use or consider using electronic diaries.
- Is personal, sensitive or health information left in in-trays over night?
- Remind staff to lock away confidential documents – promote a clean desk policy
- Do staff regularly take large amounts of files or data out of the office?
- If possible use remote access arrangements (Virtual Private Network) when working from home. Use trusted systems such as UVIC supported hardware, computers, systems and email only
- Only take home (or out of the office) what you really need.
- Are files visible while in transit?
- Consider purchasing secure briefcases or folders.
- Don’t leave files or portable devices unattended.
- Are portable electronic devices secure?
- Encrypt USBs and portable storage devices
- Password protect and encrypt laptops, tablets and smartphones.
- When not in use, ensure portable devices are securely stored.
- And don’t forget to delete information that is no longer needed from these devices.
