ICT-security guide for traveling staff

ICT-security guide for staff (ELMO)

This is a guide for JAMK’s employees while aboad with a laptop, smartphone or equivalent mobile device.

ICT-security TOP 10

1. Update virus scanners
2. Find and save make, model and serial numbers of your devices, and also IMEI-code of your phone
3. Find out about operating costs of your devices and connections at destination
4. Backup all your files
5. Store and transport equipment safely
6. Prevent unauthorized use of equipment with a password and/or security code
7. Protect the login screen and keyboard
8. Handle confidential information with care, use crypted communication
9. Turn off Bluetooth connectivity of your devices when you do not use them
10. Report stolen and lost devices as soon as possible

1. Update virus scanners

Make sure that your computer has up to date anti-virus protection. JAMK standardized computers have anti-virus software that is updated automatically when computer is online. Loan laptops must be logged in to JAMK’s network at least once to update all necessary information.

If you are about to connect an unknown USB flash drive to your device, turn off AutoPlay feature first.

2. Find and save make, model and serial numbers of your devices, and also IMEI-code of your phone

Find and save make, model, serial number and the year of purchace of your laptop/tablet. This information is automatically registered by ICT-services for JAMK’s standardized computers (PCs). User must collect these details themself from any other devices (iPAD and other tablet devices). You can check your phone’s IMEI number and/or serial number from the person in charge of mobile phone purchases in your department. You can also check IMEI from your phone by entering * # 06 # (Nokia, iPhone). All of this information is needed in case of theft.

3. Find out about operating costs of your devices and connections at destination

Determine the most appropriate, safest and least expensive option for data communications. For data transmission via computers, phones and tablets the optimal solution is a local wireless network (WLAN) with secure connection. You recognize SSL-encrypted secure browser connection if the address starts with https://. For example, when using online banks, the address has always https.

Please note that the data transfer tariffs of Sonera’s Internet are only valid domestically.

When using your smartphone or tablet that has ionternal SIM card, please note that surfing the internet when roaming can cause huge expenses. For some phone models it is sometimes difficult to know when it uses mobile data and when there is a WLAN connection used. Always try to use local wireless network, if one is available.

4. Backup all your files

Transfer all files from the computer that you do not need to your home directory (or to your OneDrive). Delete all unnecessary files. If necessary, back up the tablets/phone’s data, such as text messages, images etc. Afterwards transfer all files in the computer’s hard drive or USB flash drive files to your home directory (or OneDrive).

5. Store and transport equipment safely

Ask for a security cable from ICT Helpdesk if you use your laptop at public exhibitions etc. With the cable you can lock the device to a static furniture. Pack the computer in hand luggage and pack your computer to a damage-proof case. Store the computer and other equipment with care, not in the car. Also, do not leave them unattended. After the trip, return borrowed equipment promptly (security cable, internet module, USB memories, etc. to ICT Helpdesk).

6. Prevent unauthorized use of equipment with a password and/or security code

Lock the computer screen (Ctrl + Alt + Del), when you are not using your computer. If necessary, ask your ICT Helpdesk for a local user account to the machine to log in. Do not let any unauthorized user to use your computer with your personal user account. Prevent unauthorized use of your mobile device by activating security code.

7. Protect the login screen and keyboard

Protect your display and keyboard by any unauthorized persons always when logging in to computer and also if you are working with confidential information.

8. Handle confidential information with care, use crypted communication

Use secure communication (protection methods include SSL, https or VPN). You can also request a mobile module from the ICT helpdesk to be used in domestic trip. Internet module entitles you to a more secure mobile broadband. Avoid confidential telephone conversations if there are any unauthorized persons nearby.

For trips abroad, set email and calendar synchronization to operate only manually. This way the synchronization only works when you want it. After the trip you can reset the phone to sync automatically again.

9. Turn off Bluetooth connectivity of your devices when you do not use them

Turn off (or at least hide) Bluetooth connection of your mobile devices when you do not use them.

10. Report stolen and lost devices as soon as possible

If, despite all security measures, the device is stolen or lost, or even if you suspect a security breach, follow these steps:

  • Change your network password asap
  • Contact ICT Helpdesk
  • If the phone and/or connection is lost, report to the Elisa’s technical customer support tel 010 80 4400, and contact the telephone provider of your own department
  • Report to a local police office
  • Report damage to insurance company. JAMK’s insurance company is Pohjola, travel insurance has a deductible fee of 200€.