Protecting your data helps ensure that your information is available when you need it and helps prevent others from accessing and using it without your knowledge. Your data may include research data, assignments, CVs, resumes, lecture notes and other documents; digital photos; financial information; and online calendars, e-mail address books, browser bookmarks and downloads from the Internet.
There are many ways you can lose data, either accidentally (if it is deleted, corrupted or if your computer is damaged) or as the result of theft or a virus attack. If you take steps to protect your data, you can help prevent its loss, or if lost, you will be able to restore your data from your backup copies.
How data generated and used for University business is managed at the U of S is governed by policies. The Data Management, Data Access and Data Use Policy governs use and responsibilities. The Computer Use Policy defines the acceptable use of the University's computing facilities.
Protecting your data includes:
- creating backup copies so that you can restore your files if necessary
- keeping backup copies in a location separate from your computer
- ensuring your computer, laptop and portable storage devices are kept secure
- erasing your files from your computer after they are no longer needed
- erasing your data from your computer before disposing of it
Recommendations
ICT recommends that you take the following steps to protect your personal data:
- Protect access to your data
You can protect access to your computer in a number of ways.
- Require a password to log on to your computer and to access files.
- Lock your computer when you leave it while it is on. (Instructions: Windows | Mac)
- Require a password after your screen saver has been activated. (Instructions: Windows | Mac)
- Set your screen saver to activate after a small span of time. (Instructions: Windows | Mac)
- Store your data in safe place
It is important to store your data in a safe place.
- Store work and school data on Folder/Cabinet or Jade as they provide you with centrally-backed up file storage. Files store on Folder/Cabinet and Jade can be restored from back up copies. Folder/Cabinet and Jade are backed up each night.
- Ensure your mobile computing devices (laptop, PDAs, USB keys) are physically secure. As these devices are more portable than a desktop computer they are at greater risk to be stolen. If stolen the information stored on them is vulnerable, whether it is sensitive corporate information or general information about you and your contacts (e-mail addresses, appointments or other personal information).
- Keep your laptop or PDA with you at all times.
- Consider buying a lock for your laptop. Laptop locks are available from the Campus Computer Store.
- Create back up copies of your data regularly
- Create backup copies of files you save on your personal computer.
- Keep backup copies of your files on external devices such as CDs, DVDs, external hard drives or other removable media.
- Store backup copies in an off-site location, such as Folder/Cabinet or Jade, or keep one copy at work/school and one at home.
- Create backups at regular intervals (daily for critical information and weekly or monthly for non-critical information) so that you always have a current backup.
- Purge your data when you no longer need it
- Erase your files when they are no longer needed.
- Create an archive copy and then delete the files from your computer.
- Empty your trash or recycle bin (deleted files are often moved there so you can restore them if the deletion happened accidentally.
- Destroy CDs/DVDs before discarding them.
- Before you dispose of your old computer you should securely erase the contents of the hard drive; there are many products, both free and commercial, that allow you to do this.
Assistance
For assistance with Folder/Cabinet or Jade, review the file storage documentation or contact the ICT Help Desk or your local IT support personnel.
If you accidentally lose data stored on your computer, it may be possible to recover it with ICT's Data Services which include data recovery, transfers and purges.
