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Documents that include sensitive information need to be secured during printing, transmission, storage, and disposal.
Don't leave paper documents containing sensitive information unattended. Credit card slips or paper checks should not be sent through intercampus mail.
Be aware of the potential of others to overhear sensitive information. Don't discuss confidential information outside of the office.
Verify identities of all visitors and escort them; verify identities of those requesting sensitive information.
Lock your office, desks, and file drawers when unattended. Don't store keys in easily accessible areas.
Lock down PCs, laptops, PDAs, flat panel displays, printers, and other high-value items.
Avoid allowing strangers or visitors to use your computer. Be aware of who can see your screen, especially when viewing sensitive information.
Create strong passwords or pass-phrases. Use a combination of letters and numbers, and don't use dictionary words.
Change your passwords when prompted by the system and never share them or write them down.
Avoid discussing confidential information, accepting downloads or authorizing transactions or payments on IM, IRC or other chat programs.
Privacy and confidentiality of email messages is not guaranteed. Information can be opened or read by someone other than the intended recipient. Exercise caution in using email to communicate confidential or sensitive information.
Use only approved and necessary software applications.
Make sure anti-virus software is installed on every computer you use.
Make a backup copy (to a removable disk or flash drive) of your most important files and store the backup in a safe place, preferably in a different location. Backup your files at least on a weekly basis.
Delete files you no longer need.
Don't accept unsolicited downloads.
Don't use P2P or file-sharing systems.
Log off when not using your computer or at least use a screen saver that requires a password.
Turn your computer off when leaving for the night.
Follow all LTS and University IT policies and procedures regarding information technology security. Immediately advise an LTS supervisor of any suspicious activity on University computers.
Avoid careless disposal. Shred any discarded materials containing sensitive or confidential information.
If you find sensitive information carelessly discarded in a public place, notify your manager.
When inviting callers to leave messages on voice mail, limit the requested information to a full name and, if necessary, the last four digits of a credit card or social security number.
If it is necessary to take credit card information over the phone in a public area, use caution in verifying the numbers back to the caller.
Verify identities of callers requesting sensitive information by requesting information only the genuine person will know. Ask for additional information if necessary.
Be courteous; if you have security concerns, explain them with care and concern.
Be alert to "social engineers" (someone who will commonly use the telephone or Internet to trick people into revealing sensitive information or getting them to do something that is against typical policies).
Know the FERPA policy, what information you can disclose, and to whom.
Ask for a Brandeis ID where feasible.
Never give out personally-identifying information unless you know:
Who is receiving the information
Why the information is needed
What specific elements of information are needed
How the information will be used, and by whom
With whom the information will be shared
How the information will be protected
Thanks to Northeastern University and the University of Southern Maine for many of these tips.
