IT Security

Options for Securing Confidential Electronic Data

Confidential data, including personal information, must be secured against theft, loss, and inadvertent sharing. This page is designed to provide you with information about how to secure confidential electronic data. The options are especially important if you are using:

A computer to access confidential data, including personal information.
Mobile devices such as laptops, USB keys, smartphones, tablet devices, portable hard drives, flash drives, etc.
Any computing device that is used by other people.

Currently Available Options

Consider the sensitivity of the information you are using, where you are accessing, using or sending it, and choose the appropriate option described below. Portable devices are a great convenience but also increase the risk that confidential information will be lost, stolen, or inadvertently shared.

One way to limit security risks for confidential electronic data is not to store it on your own devices. Computing and Communications Services (CCS) and some departments provide servers that are designed to provide secure locations to save confidential data. This has security advantages over saving confidential data directly on your computer, particularly in the event your computer is lost or stolen. CCS provides personal and shared-access folders on file servers free of charge for faculty and staff. Click here to request access to the Central File and Print Services (CFAPS). Some other academic and administrative departments offer similar services.
If you need to access data stored on the server from a remote location, you can do so securely using RU-VPN - a virtual private network system that encrypts data in transit between Ryerson's servers and your computer. Click here to request access to RU-VPN
For very sensitive data, you can set up encrypted folders containing private or confidential data on devices like laptops or shared workstations. The folders can be stored on the server (recommended) or on your hard-drive. Current operating systems such as the most recent releases of Windows and Mac OS support folder-level encryption. See the resources section for useful links on folder encryption.
If you must use portable devices like USB keys and Flash drives, purchase devices that support password protection and encryption. For example Ryerson's bookstore sells the Kingston Data Traveler Vault - Privacy.

Password Protection of Workstations, Laptops, Phones, and Tablets

All computers, including mobile devices, should be password protected. Information on choosing a strong password is available here. Whenever screen savers are used, they should be configured so that a password is required to exit screen saver mode.

Permission to Take Data Off Campus

In some cases Ryerson departments may have policies in place that restrict the transport of data off campus. If you are unsure, check with your Chair, Director or Manager first.

What is Personal Information?

If you are unsure of what constitutes personal information, see the definitions section of Ryerson's Information Protection and Access Policy - Restricted Information available here.

New Security Tools

CCS has purchased the Sophos Endpoint Security and Data Protection system. The system provides malware and virus protection. It also includes the ability to encrypt data and recover lost encryption keys. The new system with encryption enabled will be available at the end of October 2011.

Resources

Information Protection and Access Policy - Restricted Information

Information Protection and Access Policy

Privacy-protection additional materials and tips

CCS Help Desk: ext. 6806 or help@ryerson.ca
Information Systems Security Officer: ext. 7666 or jharness@ryerson.ca
Information and Privacy Coordinator: ext. 4676 or fippa@ryerson.ca