Staff Desktop XP
Best Practice Guide
All computers
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When your computer is not in use for a long period of time, power down. This can save the University a lot of money. This should be applied every weekend and preferably every night (which when connected to the University network ensures that patches are applied). We understand that sometimes long computer simulations are run, so not all users will be able to switch off every weekend.
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When your computer is not in use for a short period of time, either enter "Stand by" mode or "lock" the computer. Standby mode is preferred, except for very brief absences from the computer, as it saves power.
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To enter "Stand by" mode, select Start then Shut Down, and then select Stand by from the drop-down list and click OK. When you return, press the power button, then Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.
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To "lock" the computer, press the Windows key and L at the same time. When you return, press Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.
This will stop anyone seeing anything they shouldn't or using your computer to do something they shouldn't. A screen saver with a password is not a secure alternative. Remember, according to the Acceptable Use Policy www.lboro.ac.uk/it/policies/loughborough-aup.html:
The user is personally responsible and accountable for all activities carried out under their username.
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When editing documents, spreadsheets etc. save your changes regularly (every 10 minutes or so).
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Backups should be taken regularly, e.g. with the Staff Desktop Backup service www.lboro.ac.uk/it/desktop/backup/, or on to removable media (writeable CD or DVD or memory stick). Physical backup media should be kept safe and in a different room from the computer. If the data is important, backups should be kept in a different building from the computer (e.g. in case of flood). If the data is sensitive, the backups should be physically secured, e.g. in a lockable filing cabinet.
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Your password or passwords must be kept secure:
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Do not write passwords on a piece of paper.
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Do not divulge your password to anyone other than trusted IT support staff.
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You must adhere to current password policy and advice. Advice on what constitutes a good password may be obtained from the IT Services Web pages (www.lboro.ac.uk/it/doc/guidance.html).
Remember, according to the Acceptable Use Policy www.lboro.ac.uk/it/policies/loughborough-aup.html:
The user is personally responsible and accountable for all activities carried out under their username. The password associated with a particular personal username must not be divulged to any other person, other than to designated members of IT staff for the purposes of system support...
In particular, passwords used must adhere to current password policy and practice. Advice on what constitutes a good password may be obtained from IT Services Web pages (www.lboro.ac.uk/it/doc/guidance.html). This advice must be followed: failure to do so may be regarded as a breach of this policy.
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Laptops / Portable computers and working at home or off-campus
There are particular areas where you can lose security which apply particularly to laptops and working off-campus:
Security of Equipment off-campus
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Equipment and media taken off the premises should not be left unattended in public places. Portable computers should be carried as hand luggage and disguised when traveling.
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Mobile computing facilities should also be physically protected against theft especially when left, for example, in cars and other forms of transport, hotel rooms, conference centres and meeting places. Equipment carrying important, sensitive and / or critical business information should not be left unattended and, where possible, should be physically locked away, or special locks should be used to secure the equipment.
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Manufacturers' instructions for protecting equipment should be observed at all times, e.g. protection against exposure to strong electromagnetic fields.
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Adequate insurance cover should be in place to protect equipment off site.
Security from Viruses etc. and ensuring Patches are applied
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Laptops and Portable computers must be brought in to the University and connected to the University network, or be connected to the Internet regularly. Connecting to either the University network or the Internet will ensure that your anti-virus updates are kept up-to-date.
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Laptops and Portable computers must be brought in to the University and connected to the University network reasonably regularly. They must also be re-booted while connected to the University regularly, as patches are only applied on startup. Rebooting or starting up while connected to the University network will ensure that your patches are kept up-to-date.
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If for any reason you are unable to connect to the University network for longer than four weeks, please contact your local IT support person www.lboro.ac.uk/faculty/fitcs/support.html or IT Services on your return (so that the anti-virus updates and patches can be manually installed) before you connect to the network.
Security of data off-campus
You should look at the data you are using and determine its security requirements, e.g. is it confidential? Suitable controls should be applied as appropriate, e.g. lockable filing cabinets, and a clear desk policy. You also have obligations under the Data Protection Act www.lboro.ac.uk/admin/ar/policy/dpact/, in particular:
Data subjects (that is persons about whom [information relating to an identifiable living individual] is held) may also sue for compensation for damage and any associated distress suffered as a result of ... unauthorised disclosure of, or access obtained to, data...
Security when using wireless networks
Please see our Wireless Networks best practice guide at www.lboro.ac.uk/it/wireless/best-practice.html.