Data Security: A Multi-layered Approach

Issue 44, Fall 2009

by Rick Nichols

With the increase in the use of laptops and portable USB drives, the need for data security is more important than ever. The best approach for data security is a multi-layered approach: never leave your computer or mobile device unattended, always lock or log off your computer when you are not in the room, and be sure that any file that has sensitive information is secured with a password or encryption.

Locking Your Workstation

To secure your data and protect the integrity and security of the university’s network, it is recommended that you lock your computer whenever it is turned on and you are not in the room. When you leave your office for the day, please either lock your computer or logoff. There are many ways to lock your computer in Windows XP or Vista. One option is to press Ctrl+Alt+Del and click Lock Computer. If you have a keyboard with a Windows key, another option is to use the keyboard shortcut of Windows Key + L.

Physically Securing Mobile Devices

Laptops and mobile devices should not be left unattended in an unlocked place (e.g., office, vehicle) and should be placed out of sight when not in use.

File Encryption and Password Protection

A third important layer of protecting your data is by encrypting and password protecting files with student data or other sensitive information. This also is required for compliance with Family Educational Rights and Privacy Act (FERPA) regulations.

If your computer or mobile device is ever lost, stolen, or even just left unattended, your files will be protected. Please remember the password you use to protect these files. If you forget the password, it is very likely that you will not be able to access them again. Microsoft Office has built in encryption and password protection that can be enabled on Office files, on both the Macintosh and Windows operating systems. To see the steps required to do this, go to the Help Desk portion of the WWU web site and click on ‘Securing Documents’, or go directly to http://west.wwu.edu/atus/helpdesk/SecureDoc.shtml.

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