Quick Tips to Make our Data Safe

To protect your privacy and sensitive data, lock your workstation every time you leave your workspace.

WINDOWS

1. CTRL+ALT+DEL or 2. Windows logo key “ ” +L

MAC

1. CTRL+SHIFT+EJECT or 2. CTRL+SHIFT+POWER

**Laptops taken off-campus should be secured – do not leave laptops unattended or in plain view.

LOCK YOUR COMPUTER

Your JHED Login ID is your main identification at JHU. It’s what links you to your actions in many JHU systems. Follow these best practices: Your JHED password should be unique from any other password that

you use for other applications (ex: Gmail) Your JHED password must be between 8-40 characters long, contain

at least 2 non-alpha characters and changed at least twice a year. A simple way to create a stronger password is to use a memorable phrase, eliminate spaces, and add in capitalization and punctuation. Do not use personal information like names and birthdates to create passwords NEVER tell or share your password with ANYONE and do not write

your password down If your computer prompts you to save your password, click “No.”

**The above best practices can also be used for Non-JHU Passwords

USER IDS AND PASSWORDS

If you think your password has been compromised, change it immediately and contact your IT department.

Safety & Security are a perfect combination

WHAT IS PII? (PERSONALLY IDENTIFIABLE

INFORMATION)

· Social Security Numbers

· Dates of Birth

· Financial Account Information

· Driver’s License Numbers

· Credit Card Numbers

· Health Information

When in doubt contact your IT Department!

Revised: 12/15/15

KEEP AN EYE ON YOUR EMAIL TRASH BOX: JHU SUGGESTS YOU KEEP DELETED EMAIL NO LONGER THAN 30 DAYS.

For more tips on data protection and security visit Inside Carey http://carey.jhu.edu/inside/data-protection-and-privacy/

EMAIL USAGE

SECURE FILE SHARING

Email is a quick & reliable way to distribute information, but be aware of the security risks: Messages sent within the IT@JH email system (ex: email@jhu.edu) are encrypted and secure. Once a message is forwarded to an external address the encryption is lost! If you receive PII via email: reply to the sender,

making sure to delete or mask any PII and inform them that PII should not be sent via email. Immediately delete the email and empty the “Deleted Items” box in your email. Before hitting ‘Send’, double check your recipient

list to ensure the correct person(s) will receive it. Be suspicious of unknown links or requests sent

through email. Some messages are obvious frauds - full of spelling

errors, etc. This is called ‘phishing’. Do not click on any links within suspicious emails.

CLEAN DESK & PAPER TIPS

Never leave hard copy documents with PII unattended or unsecured. Anytime you leave your desk, put away all PII

documents. Do not take papers with sensitive PII to any other

non-JHU location. Place all unwanted documents with PII in the

secure shred bin located on your floor.

Write captions for the selected photos.

USB DRIVE SAFETY TIPS

File sharing allows you to organize, view, upload, download, and back up your files. Our shared drives (H: and Z :) are backed up every evening! Storing all of your documents there helps keep you safe and allows files to be shared securely! Do not use your PC’s desktop or local (C: drive) to store documents.

JHBox is a free, secure cloud-based service that allows you to collaborate and share information through any device. To access your JHBox, go to myJH portal at http://my.jhu.edu and click on the “Cloud” menu.

CONNECTING REMOTELY JHPulse enables you to access networked resources

found on campus, such as shared drives, when you are on off-campus. To connect to the secure network JH Pulse visit:

http://portalcontent.johnshopkins.edu/JHPulse

If you don’t need it, don’t store it! When a file is no longer needed, DELETE IT. Tether your USB device to a lanyard or keychain. Keep personal and business USB drives separate. Sensitive information MUST be encrypted. Lock or password protect your USB USB drives should be locked up when not in use.

Revised: 12/15/15