TMC Supplementary Information 28/01/10

HAPPY 4TH EUROPEAN DATA PROTECTION DAY!

Today is European Data Protection Day! - so to celebrate we have put together a list of data protection do's and don'ts. We hope they are all self evident, however for those who leave the odd file lying around or cover their desk in notes, here are a few reminders...

DO'S AND DON'TS

DO…

• Shred any confidential paper files which have been scanned into the system and are no longer needed.
• Make sure that your computer is locked when you are away from your desk for any length of
  time.
• Change your passwords for your work computer, home computer and online accounts regularly, and try not to make them easy to hack, ie use a combination of upper and lower cases and numbers. Try to refrain from using the same password or username for different accounts!
• Ensure that USBs, BlackBerries and laptops containing confidential or other personal data such as client/customer records are encrypted or password-protected. Encryption is an important measure if you hold personal data on portable devices. There are many different kinds of encryption programs available, some of which are free to use. Useful examples can be found at TrueCrypt and CNet Download.
• Remove information from social networking sites which could be used by others to guess passwords and secret questions for accounts, such as your mother's maiden name, date of
  birth, postcode and pet names!
• Ensure your computer is protected by anti-virus software and that the system has the latest software update installed.

DON'T…

• Open or forward any emails which appear to be spam or other kinds of unsolicited mail, such
  as chain mail and emails asking for account details.
• Leave copies of confidential information or USB sticks, laptops or other portable media devices lying around your desk at the end of the night. Lock all such items away securely.
• Tell anyone your password, either for your computer at work or for any email, social networking or other online accounts.
• Add people on social networking sites that you don't know.
• Discuss work-related matters with people outside of the office, including in an online
  environment such as a blog.
• Leave documents lying in view of people around you if sitting in a public area, eg. On a train.
• Leave stickies or notes around your desk (or in your purse, bag or wallet) with usernames/passwords written on them.

MacRoberts offers comprehensive advice on all data protection matters including practical and tailored training covering everything from the basics to advanced training. For further information please contact David Flint or Valerie Surgenor on 0141 332 9988.

© MacRoberts 2010

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