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How To Protect Confidential Data

More often than not, protecting confidential data is about what you do before theft or loss happens. If you have access to sensitive information, consider these recommendations to keep your data safer:

Saving and working on documents from a shared drive like Google Drive puts you at an advantage for recovering files, even if your computer is lost or stolen. As an alternative to Google Drive, CCS also provides Central File and Print Services (CFAPS), which are personal and/or shared-access folders on file servers, free of charge for Ryerson faculty and staff.

Request access to Central File and Print Services

If your data is considered:

Then work from a shared drive or server is:

High sensitivity Required
Medium Sensitivity Required
Low sensitivity Recommended
Public  Recommended
Unclassified Required

Two-factor authentication provides an additional level of security for your Ryerson account. Apart from requiring your password, a two-factor-enabled account will prompt users to enter a passcode that is generated by an application on your mobile device or key fob.

Set up two-factor authentication

If your data is considered: Then setting up two-factor authentication is:
High sensitivity Required 
Medium sensitivity Required
Low sensitivity Required
Public Recommended
Unclassified Required

It’s a good idea to password-protect all workstations, laptops, phones and tablets you use to access confidential information, just in case it falls into the wrong hands. Additionally, be sure to configure your screensaver to require a password to exit screensaver mode.

Tips on selecting a strong password

If your data is considered: Then password protecting your device is:
High sensitivity Required 
Medium sensitivity Required
Low Sensitivity Required
Public Recommended
Unclassified Required

Some departments at Ryerson have policies in place that restrict transporting data off campus. If you’re unsure whether this applies to your area, be sure to check first with your department’s chair, director or manager.

If your data is considered: Then seeking permission to transport data is:
High sensitivity Required
Medium sensitivity Required
Low sensitivity Required
Public Recommended
Unclassified Required

Because of the portability and small size of devices like USB keys and flash drives, confidential information kept on such devices are especially vulnerable to theft, loss or inadvertent sharing. If you have clearance to transport data and choose to use a portable device, consider one that supports password protection and encryption such as the Kingston DataTraveler Vault Privacy.

Find the Kingston DataTraveler Vault Privacy at the Ryerson University Campus Store.

If your data is considered: Then choosing secure devices is:
High sensitivity Required 
Medium sensitivity Required
Low sensitivity Required
Public Recommended
Unclassified Required

If you use a laptop or shared workstation, it’s a good idea to encrypt folders containing confidential data, regardless of whether they’re stored on a server or your hard drive. Current releases of Windows and iOS support folder-level encryption.

Enable folder encryption on your Windows, external link or Mac, external link operating system.

If your data is considered: Then encrypting your folders is:
High sensitivity Required
Medium sensitivity Required
Low sensitivity Required
Public Recommended
Unclassified Required