Security Precautions When Using College Business Systems

Information Security involves maintaining and protecting the confidentiality, integrity, and availability of data.  Did you know that the largest threat to the security of PSC’s data comes from you, the user?  Inadvertent typing errors, accidental spyware downloads, or installing unauthorized software that may contain a virus on your workstation can lead to erroneous data and an insecure network.  That’s why it is the responsibility of every PSC employee to help maintain the security of PSC’s data.  The following suggestions are provided to help ensure that YOU are not the person that makes a critical mistake and allows PSC’s data to be compromised.

• DON’T share account passwords or authorization codes!   Do not share your password or authorization code with anybody, including your supervisor, administrative assistant or student assistant.  You are responsible for the actions taken under your account and you will be held accountable!
• DON’T post passwords or authorization codes in plain sight!  Passwords and authorization codes should be memorized.  If you must write down a password or authorization code, store it in a locked drawer or file cabinet.  Passwords and authorization codes should not be posted on bulletin boards or on sticky-notes stuck to the bottom of your keyboard or monitor.
• DON’T stay logged into the system when not in use!  If you are finished working on your mainframe application log out.  This prevents others from potentially using your workstation while you are gone.
• DON’T program keyboard shortcuts for usernames, passwords, or authorization codes! These should always be typed in manually.
• DON’T share sensitive data or leave papers with sensitive data on your desk or on a printer!  Sensitive data in use at PSC includes social security numbers, confidential financial aid data, student academic data, credit card information, health information records, etc.  Do not leave items containing sensitive information in plain sight.
• DON’T allow anyone to “shoulder surf”! Be aware of people that may be looking over your shoulder at your screen or watching your keystrokes while you type.
• ALWAYS lock your workstation when you walk away!  If you need to leave your desk, even to walk down the hall for a few minutes ALWAYS lock your workstation.

o    For Windows machines, you can lock your workstation by using the Windows-L key sequence.  You hold down the “Windows” key (bottom left of keyboard between CTRL and ALT) and then press the “L” key.  You can unlock the workstation by hitting CTRL-ALT-DEL then typing your password.

o    Macintosh OSX machines can be locked by password protecting a screen saver and enabling a “Hot Corner”.  When you leave, simply drag your cursor to the corner you defined to activate the screen saver.

• ALWAYS be especially cautious when using workstations that are shared with other employees!
• ALWAYS be careful when entering data!  Mistakes while entering data compromise the integrity of the data.