Remote Access Dos and Donts

Things to remember when working remotely

When working while off-campus, it is important for university staff to do the following:

• Access key resources using official URLs as listed here: http://www.nuigalway.ie/remoteaccess/
• Work only on official University platforms including canvas, the University email system and the University’s Office365 environment which includes OneDrive, SharePoint and Microsoft Teams.
• Ensure your computer, laptop, or device, is used in a safe location, where you can keep sight of it, and minimise who else can view the screen, particularly if working with sensitive personal data.
• Lock your device if you do have to leave it unattended for any reason. Make sure your devices are turned off, locked, or stored carefully when not in use.
• Take extra care that devices, such as USBs, phones, laptops, or tablets, are not lost or misplaced.
• Before sending an email, double-check its addressing to ensure you’re sending it to the correct recipient(s), particularly for emails involving large amounts of data or sensitive personal data.
• Avoid retaining duplicate copies of data on your device. Please check that downloaded files are deleted from your computer’s Download Folder / Hard Disk once saved to OneDrive, SharePoint or Network folders and are not retained on devices where they may be visible to unauthorised individuals.
• Don’t use personal email accounts for emails involving University data.
• If you are working without cloud or network access, ensure any locally stored data is adequately backed up in a secure manner.
• Keep any paper documents that contain University data secure when working at home – lock paper files away when not in use. Use a shredder / confidential bin when disposing of University documents.
• Follow Guidance on how to collaborate and keep in touch with colleagues when working from home as outlined here.
• Consult with the University's Data Protection website to ensure that you are familiar with our Data Protection Policies and Procedures and please also have regard to the guidance from the national office of the Data Protection Commission (DPC).