Protecting data in open plan environments

Working environments across the University vary widely. From an information security and data protection point of view, it’s important to assess your physical surroundings.

If you are working with Restricted or Highly Restricted information in an open plan area there are ways you can help reduce the risk of data being exposed.

• A clear desk policy is essential, always lock away documents and IT equipment when not in use
• Lock your screen when you temporarily move away from your computer; remember to ‘Ctrl + Alt + Delete’ when you leave your seat
• Ensure you have a set of headphones to use with your laptop
• A privacy screen filter can be fitted to laptops/monitors to prevent people nearby viewing your screen
• Consider confidentiality when having conversations by phone or online. You may need to move somewhere more private for specific calls
• Ensure whiteboards/noticeboards in meeting rooms, communal or public areas are clear of any Restricted/Highly Restricted information
• Challenge people who you don’t recognise as a normal occupant of the area and ask to see their staff ID.