Must be addressed properly to a named individual, sealed and stamped with ‘Private and Confidential’ with a return address if not delivered. Use recorded delivery. Hand or courier delivery should also be considered where possible. It is recommended that the addressed envelope be enclosed in another sealed and properly addressed envelope. Must be addressed properly to a named individual, sealed and stamped with ‘Private and Confidential’ with a return address if not delivered. Use recorded delivery. Hand or courier delivery should also be considered where possible. It is recommended that the addressed envelope be enclosed in another sealed and properly addressed envelope. Sharing information by Email between UW email accounts NOTE: The use of personal email accounts for UW business is not permitted Only share on a “need to know” basis. Password protect email attachments – share password separately, preferably verbally Mark email private or confidential. Verify recipient’s address before you click send. Whenever possible redact sensitive/personal information from email messages and attachments Only share on a “need to know” basis. Mark email with private or confidential. Verify recipient’s address before you click send. Password protect email attachments – share password separately, preferably verbally. Whenever possible redact confidential or personal information from email messages and attachments. Permitted
Whenever possible redact sensitive/personal information from email messages and attachments Network Data Storage N drive – Personal drive Permitted Please note you are required to use the shared ‘O’ drive for collaborative work between team members. Permitted Please note you are required to use the shared ‘O’ drive for collaborative work between team members. Permitted Please note that the N drive can be used for working documents. The O drive should be used for any departmental/institutional documents such as policies, handbooks, codes of practice, marking schemes, training materials. O drive – Shared drive Access to highly sensitive files and folders should be restricted. Requests for access to restricted folders should be submitted via the IT Service Desk. If it is not appropriate to store certain work related information on your shared drive e.g. a disciplinary process, you should consider storing it as a password protected file in a restricted folder on the N drive. Access to highly sensitive and folders should be restricted. Requests for access to restricted folders should be submitted via the IT Service Desk. If it is not appropriate to store certain work related information on your shared drive e.g. a disciplinary process, you should consider storing it as a password protected file in a restricted folder. Permitted Please note that the N can be used for working documents. The O drive should be used for any departmental/institutional documents such as policies, handbooks, codes of practice, marking schemes, training materials.
Local computer drives e.g. C, D, E, etc. X Not permitted University data is not permitted as this is not an approved backup solution. X Not permitted University data is not permitted as this is not an approved backup solution. X Not permitted University data is not permitted as this is not an approved backup solution. Personal (home) computers X Not permitted X Not permitted Permitted Cloud Storage The University approved cloud storage is OneDrive for Business, part of the Microsoft Office 365 account package, which is accessed with your University staff login. via the ICT Service Desk Permitted Permitted Permitted Non-University Cloud Storage such as iCloud, Google Drive, Dropbox, Personal OneDrive and all X Not permitted X Not permitted Permitted Note documents should be backed up onto the University system as soon as possible
similar cloud storage solutions. Laptops, mobile and small storage devices University owned laptops. Permitted only where the device has been encrypted, is being centrally managed by IT. Keep files away from public view when working off site. Only use laptop for work purposes. Please refer to the Mobile Device Encryption table for information on what level of encryption are available on the different operating systems currently available on University owned laptops. Permitted only where the device has been encrypted, is being centrally managed by IT. Keep files away from public view when working off site. Only use laptop for work purposes. Please to the Mobile Device Encryption table for information on what level of encryption are available on the different operating systems currently available on University owned laptops. Permitted University owned mobile devices, e.g. tablets, smartphones, SSDs, USB flash drives, memory cards, etc. Permitted only the device has been encrypted and is being centrally managed by IT. Keep files away from public view when working off site. Please to the Mobile Device Encryption table for information on what Permitted only where the device has been encrypted and is being centrally managed by IT. Keep files away from public view when working off site. Please refer to the Mobile Device Encryption table for information on what Permitted But access to University emails accounts must be password or pin protected