Secure Remote and Mobile Working
The following tips will help to ensure that Staff and Students can work remotely while maintaining the same excellent levels of data and IT security as when on the University network.
1. Keep your laptops and mobile devices safe
- Mobile devices and laptops can present a serious security risk if lost or stolen. Make sure to keep your devices with you and in sight at all times when traveling and never leave them unattended in public locations or visible in cars.
- Mobile devices such as phones and tablets should be protected by an auto locking pin at all times.
- Laptops should be protected by encryption and you should ensure that you lock your laptop screen when taking a break or finishing work for the day.
- At home lock devices securely away when not in use and avoid accidental damage by keeping devices out of reach of children or pets.
- Staff should not share devices which are being used to store sensitive University data with other family members or friends.
2. Ensure up-to-date security protection is in place on the computer or mobile device that you are using
- Staff should ideally work on computers and devices provided by the University and securely managed by IT Services.
- IT Services do not recommend using public computers such as in cafes or hotel foyers to access Trinity services or data.
- Where a staff member is using a device not managed by IT Services, they should at a minimum ensure that any laptop or desktop computer that is used to work on University data is:
- Protected by McAfee Anti-Virus software for Staff & Postgraduates or equivalent software and that it is up-to-date and working correctly, this will protect your computer and data from viruses, malware and ransomware.
- Running an up-to-date operating systems software with all security updates applied to make sure it is not vulnerable to attack
3. Staff can use the University VPN service
- The Virtual Private Network (VPN) service allows Trinity staff to make a secure, encrypted connection to the Trinity data network from a remote location, such as from home or from a Public Wi-Fi service in an airport or hotel.
- A public Wi-Fi network is inherently less secure than your home or University Wi-Fi, because you don't know how it has been set it up, or who else is connecting to it. The VPN service protects staff from risks which might affect them on open or public Wi-Fi.
- When working from home Staff using the VPN service are able to remotely access Trinity network services such as Networked File Storage or any system which is not available via and Internet and is usually restricted to use from campus
- The VPN can also be used by Web Authors to remotely update or publish pages on the University website.
- Access to the VPN service must be requested from IT Services and is only available on computers or devices managed by IT Services.
4. Work safely on your Trinity data in Office365
- Office 365 allows staff to access their Trinity email, calendar and a variety of software applications from their University devices over the Internet without requiring VPN access.
- Staff working remotely can store and work on documents in their personal OneDrive storage in Office365. Storing data in OneDrive ensures that it is kept safely and backed up so that it can be retrieved from campus or another working location at a later date.
- Alternatively, Schools, Administrative areas or Research groups may use Microsoft SharePoint or Microsoft Teams to work remotely in collaboration with colleagues.
- Microsoft Teams can also be used to facilitate remote video conferencing meetings with colleagues or collaborators who are working in different physical locations using any laptop or mobile device which is equipped with a camera and microphone.
- Login to access all these services in Office365 at http://office.tcd.ie
5. Look after your Passwords and Pins
- Just as when working in the University take care not to reveal your passwords to anyone else. Your Trinity computer account and network login password act as your identity on the Trinity data network and restrict access to your email and other files to you. Guard your passwords and always change them if you suspect that they have become known to others.
- When accessing your email or documents in Office365 remotely you will be prompted to use Two-Step-Sign-In This means that a code is sent to your mobile phone, which you then enter in addition to your password. this provides a second level of security to protect your account in the event that your password becomes known to a third party.
6. Be vigilant for scams and phishing
- Be vigilant to the possibility of phishing when reading emails, treat any email that asks for your username and password details with extreme caution and be mindful of emails which contain hyper-links to external websites.
- Additionally, be aware of financial scams. Always verify unusual requests sent by email (even if the email appears to have come from a colleague’s genuine trinity email account) to spend or transfer sums of money with colleagues in person or by calling them on their officially listed number.