Safety on the Inside

by Thomas Roberts

The ability to telecommute is a valuable tool in the information technology workplace.  Many university laptop users choose to take work home (which can be a good or bad thing depending on your point of view).  The upside is mobile laptops can help ease the growing queue of work documents while users are at home.  It is also very useful for those employees traveling or recovering from an illness to be virtually present for work projects.

It is also important to note that the misuse of mobile technologies can challenge the organization to deal with loss of revenue and productivity, legal liabilities and exposure or corruption of important data.  In addition, private information not related to the organization can be exposed which can lead to personal identity theft.

Ernst & Young’s 2004 Information Security survey suggests that although organizations like BGSU heavily invest in protection from outside threats such as viruses, more attention is needed in mobile computer user awareness and inside information threats.  It suggests increased awareness training and cultural workplace changes to protect important data and personal information.  Although it is important to secure mobile data, education is also needed about handling sensitive information in the workplace.

Sadly, there are current news stories about universities in California and Indiana that are addressing possible identity theft issues related to private information exposure.  It is very important for all universities to re-examine the way they handle information on the inside to avoid being included in the rising statistics.

Here are a few tips to help protect sensitive information:

Keep operating system and virus protection updated.

A mobile laptop without current software and virus protection updates can physically bypass BGSU protections and introduce a virus/worm threat into the network.  Last year a BGSU laptop user was infected at home and directly introduced a worm into the department (and the campus network.)  Although accidental, this story is an opportunity for all of us to learn from this embarrassing yet preventable insider threat incident. 

Use diligent care with sensitive data.  Keep a watchful eye on financial, personal or sensitive information to keep it private.  Distribute sensitive information only to persons that are required to receive it.  Be careful when emailing, sharing or leaving copies of personal information.  Consider education about encryption technologies to help keep sensitive information confidential.

Visit the ITS Information Security & Privacy Web site at www.bgsu.edu/infosec.

Look under the Advice and Compliance sections to find out more about information protection on the go and in the workplace.