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Good Practices to Prevent Data Leakage

Here are some good practices for users to prevent data leakage with reference to the IT Security Policy from PolyU ITS:

1. Avoid storing sensitive data over Internet or Public Online Storage Space - Storing sensitive information on the Internet or Public Online Storage Space may cause data leakage if the access permission is not set up appropriately.

2. Avoid using the file sharing or peer to peer software – Using the file sharing and peer to peer software will have a potential security risk of leakage of data or files in your system.

3. Encrypt your files – Encryption mechanism such as 7-Zip AES encryption and Veracrypt disk encryption with strong key authentication should be used when files are being transferred in removable media. Encrypted USB storage device may be used for additional level of protection.

4. Avoid sending sensitive data over Internet e-mail – Sending sensitive information over an Internet e-mail may result in a copy of your data being stored or archived by a third-party server.

5. Virus scan files from external source – Scan the files you have downloaded from the Internet before opening or saving them. Virus scanning is a critical step for data leakage prevention.

6. Ensure physical security of your computer – Loss or theft of a computer, USB storage device or even printer, is a common cause of data loss.

7. Do not leave printed documents unattended – Remember to collect all the printed documents from the network printer and ensure all print jobs are completed when you leave.

8. Protect your files - Setting password to file that contains personal data for email transmission

9. Obtain just the right information you need – Extracting Essential Student’s information only from the Student Management System(SMS) for use.

Security Incident Reporting & Response

1. All Users shall report any security breaches to ITU Helpdesk as quickly as possible to limit the impact of the security incidents to the College.

2. Information Technology Unit may take necessary actions during a security incident in order to protect the Campus Network as a whole, including temporary disconnection of the implicated devices or systems from the Campus Network or User account suspension in the event of a security incident.

3. During a security breach investigation, the Head of Information Technology may appoint an investigator to examine information stored in or transmitted by implicated college Information Systems in accordance with the Personal Data (Privacy) Ordinance.