TEN Easy Procedures to Protect Sensitive Data—How Many do You Practice?

As school district employees, we are all given access to some type of sensitive or confidential data. This data may pertain to students, parents and/or employees. Regardless of what type(s) of, or how much data you can access, it is your responsibility to protect this data and make sure it is not shared with or accessed by unauthorized personnel. Below is a list of 10 simple procedures that will go a long way towards protecting sensitive/confidential data.

CONVERSATION
1.  Don’t discuss sensitive data in the presence of unauthorized personnel. If they are       not authorized to view sensitive data, then they are not authorized to hear about it either.

PAPER DOCUMENTS
2.  Don't share sensitive documents with unauthorized personnel. This includes        allowing them to view documents as well as giving them copies of documents.

3.  Store sensitive documents in a lockable file cabinet or drawer.

4.  Shred documents before disposal. Simply throwing away documents makes sensitive data       subject to unauthorized viewing.

COMPUTER
5.  Don’t allow others to view your computer programs unless you’re there to monitor       activity and operate the computer. This could lead to unauthorized viewing of sensitive data as       well as misusing sensitive data under your name.

6.  When away from your desk area, lock your computer. This will keep unauthorized        personnel from accessing and using your computer.

7.  Don’t save sensitive data directly to your computer. This includes places such as your       desktop, My Documents folder or your hard drive (C-drive). If your computer is stolen, any       sensitive data stored there will be accessible by the thief and anyone else who touches that       computer. Also, do not save sensitive data to external storage devices such as thumb drives, CDs       and “clouds.” Thumb drives and CDs can be stolen  and "clouds" can be hacked.

8.  If you have to save sensitive data, save it to a protected folder on the SBISD      network. This includes your SAN Folder (H-Drive) as well as your shared folders.

PASSWORDS
9.  Don’t share your passwords. In fact, it is a direct violation of district policy to do so. If a        substitute (or anyone else) needs access to programs such as Skyward or MUNIS during your        absence, arrange with Technology Services to get them their own password.

10.  Don’t store your passwords on your computer or any locations where others can        see them.

Accessing Your SAN Folder (H-Drive) from Your Smart Phone or Tablet

In our last edition of YATI YATA we showed how both you and your students can access your network drives from home on your own computer. Well, as the old saying goes, "There's an app for that!" Yes, an app that will allow you to access your network drives from your tablet or smartphone! This app is available for iPads and iPhones as well as Android tablets and smartphones. The instructions below were written using an iPad but should work similarly on other devices.

1. Tap App Store.

 2. Type "vmware horizon." When you see vmware horizon client, select it.

 3. Tap GET.

 4. Tap INSTALL.

 5. The app is installing.

 6. When the app installs, tap Open.

 7. On the Server Setup screen, type in "https://sbvdi.springbranchisd.com".

 8a. Employees, enter your SBISD network username and password, make sure the Domain is set to SBM1 (if you need to change the Domain, see step 8c) then tap Login.

8b. Students, enter your SBISD network username and password, make sure the Domain is set to SBS (if you need to change the Domain, see step 8c) then tap Login.

8c. If you need to change the Domain name, tap the Domain name and choose another Domain name.

 

9. You will then see this screen.

 10. The Windows desktop screen will appear.

 11. Once the icons are displaying on the desktop screen, tap the folder icon located at the bottom of the screen.

 12. Tap Computer.

 13. Tap your SAN Folder (H-Drive).

 14. Select the file you wish to open.

 15. The file will open and can be viewed/edited. If you open a Word, Excel or PowerPoint file, it will open in OpenOffice instead of Microsoft Office. You can make changes but when you save, it will save as an OpenOffice document instead of a Microsoft Office document. OpenOffice documents can be edited by Microsoft Office so no need to worry when opening the file later in Microsoft Office when on a district computer.

16. When finished, please be sure to log out.

17. To use this app later, tap this icon and repeat the steps for logging in and accessing your SAN Folder (H-Drive).

YATI YATA Archives

Miss an old edition of YATI YATA? Need to refer back to an old YATI YATA article? Well, you can. Archives of all of our previous editions are available online!

There are several ways to access the YATI YATA archives:

1. Click here.

2. You may also click either of the Archives buttons on the Technology Services Homepage.

3. Or you may click the link titled YATI YATA Archives located at the bottom the YATI YATA newsletter.

Articles are organized by the edition in which they appeared. Editions are organized from the most recent to the least recent. To view an archived article, click the link for the article you would like to view.

To view the entire edition of an archived newsletter, click the link in the heading for the edition you would like to view.

To search for a topic or article, click your mouse in the search box, type in a keyword(s), then click the search button.

You will see your search results. Click a link to view an article.

You can now view the article.