Mobile Electronic Devices

Mobile electronic devices are everywhere! They include smart phones, blackberry devices, tablets, laptop computers, flash drives, etc. These devices provide numerous possibilities for convenience in day to day work. However, this includes the ability to conveniently carry a great deal of information and University records.

Any records pertaining to the business and operations of UNB are University Records and should be treated as such even if you are conducting University business on your own personal device. You should maintain the same security and privacy protection practices you would as if you were sitting at your desktop.

Security

There are a variety of different ways to make sure your mobile device is secured properly:

  • Use the password and security features available on your device
  • Do not disable security features or authentication mechanisms
  • Configure auto-lock after 10 minutes of inactivity and require re-authentication to reactivate
  • Install mobile security software, such as anti-virus software and firewall on mobile device that is UNB ITS approved
  • Ensure operating systems and applications are up to date
  • Keep storage of sensitive data on mobile devices to a minimum
  • Use physical locks when available
  • Remove all data prior to disposing of devices

Loss and theft: These are major concerns, with mobile devices being lost or stolen on campus each year. Keep in mind that the most valuable thing lost with the device is more than likely the data on it rather than the device itself. Protecting against loss and theft is critically important.

Malware and viruses: Issues regarding smartphone and tablet malware and viruses will more than likely increase in quantity moving forward, so you need to plan for that with your mobile deployments.

Inadvertent data leakage: Mobile devices frequently combine personal and enterprise applications, such as e-mail. Even the most well-meaning users might inadvertently send sensitive data outside of the organization.

Physical Protection: Reasonable care should be taken when using mobile devices in public places, meeting rooms, or other unprotected areas to avoid the unauthorized access to or disclosure of the information stored on or accessed by the device.

  • Special care should be taken in crowds, meetings, and security-screening areas to maintain control over the device. Do not let it out of your sight.
  • Mobile devices should not be left unattended and, where possible, should be physically locked away or secured.
  • Mobile devices should be transported as carry-on luggage whenever traveling by commercial carrier unless the carrier requires otherwise.
  • All mobile devices should be kept out of sight and covered when stored in a locked vehicle
  • All University-owned mobile devices should be permanently marked as University property and indicate a method of return in case the device is lost.

Be Aware

Be conscious of your surroundings when working on sensitive files and never leave mobile devices unattended or in an insecure area. Use security conscious web-browsing techniques when on the Internet and be mindful of free networks and wireless connections.

It is in your best interest to use UNB secure services such as file drop or file sharing and don't share devices with others. In the worst case scenario of theft or loss of any mobile device report it immediately to campus security, the University Secretariat and your unit manager or department head so that appropriate measures can be taken.

Disposal of Mobile Electronic Devices

Mobile devices do not last forever. The technology is quickly outdated and old models are traded in for newer versions. Thousands of devices that once housed sensitive data are being stored, recycled or donated. Completely clear all data and settings on your mobile device prior to disposing it, this includes hard drives on laptops. Information Technology Services can help with this and provide support for protection and proper disposal.


The next topic is Governance of Records as we start to come to an end to our RTIPPA Awareness website. I hope you've been taking notes!