Guidance when working remotely or on campus

Whether you are working on campus, working remotely or travelling between locations, you must follow UoM information governance policies, procedures and the IGO guidance on sharing and storing information. 

Digital

• University information must be saved on University-approved storage and not on personal devices.
• Communicate securely (eg use UoM approved software/tools and password protect documents). Information is available about how to encrypt documents.
• Be vigilant before clicking on web links or opening attachments in emails or other messages, remember JDLR – Just Doesn’t Look Right! Follow the IT Services guidance about how to report a suspicious phishing email.
• Always keep software up to date and accept the prompts to update your software when they appear. If you’re using a University device, periodically check for updates in the Software Centre.
• Ensure you log off and close down equipment when finished.
• Follow the Information Governance guidance for reporting data incidents promptly.

Physical

• Lock screens when unattended
• Maintain a clear desk and ensure any confidential papers are locked away appropriately. 
• Consider confidentiality when holding conversations and when using a screen, consider what is visible in your surroundings when your camera is on.
• If you use the ‘screen sharing’ option be aware that if you share your ‘desktop’ rather than a specific application, others will see everything that you might have open (eg emails, documents, websites etc).
• Avoid printing restricted and highly restricted documents where possible. If your role requires you to use hard copy documents you may require a cross-cut shredder or keep documents secure until you can return them for secure disposal on campus.

Travelling between locations

For those that adopt hybrid working patterns it may require more forward planning and organisation in terms of information and equipment.

• Minimise moving paper documents between locations.
• Be vigilant on public transport with your equipment; keep it with you at all times.
• If travelling by car don’t leave equipment/papers visible on seats.