Universiteit Leiden

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ICT

Tips and tools for working securely online

7 May 2018

As a university employee, you probably work with personal data. On 25 May 2018 personal data will be more protected by a new law, the General Data Protection Regulation (GDPR, Algemene Verordening Persoonsgegevens (AVG)).  How can you process personal data as carefully as possible? Here you will find tips and tools for working securely online.

Tip 1: BCC when sending e-mails to a large group of people

When sending an e-mail to a large group of people, it is important for privacy protection that you type the e-mail addresses in the ‘Bcc’ box (blind carbon copy). This ensures that the recipients cannot see who else is in the recipient list. It also prevents someone accidentally sending a response to all recipients using the ‘reply all’ option.

Tip 2: Storing and sharing files online? Use secure programmes 

You can store files securely in the cloud using SURFdrive & SURFfilesender, so you can always access your files and share them easily. SURFdrive has been specially developed for use in higher education and research. It has all the features of WeTransfer, Dropbox, OneDrive and Google Drive, plus it’s more secure. 

The overview of software and collaboration tools contains a list of secure alternatives.

Working from home with Remote Workplace

Always use the ‘Remote Workplace’ to access files in your workspace from a non-university computer, at home or on a public computer. If that is not possible for any reason, use a service like SURFdrive. Never save files online, only open them.

Tip 4: Read the other tips for working securely online

The tools & tips for working securely online provide information about how to encrypt files and which programmes are secure, as well as tips, such as that it’s better to use a pass phrase rather than simply a password.

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