The IT Assistance Center (ITAC) held their summer TXST Tech Talk which brought together IT Division and campus technology professionals across Texas State University. These sessions offer a place for staff to learn about tech services, network, and share information and resources. We wanted to share advice from one of the sessions on best practices for working securely while remote.
Connect securely to services
VPN’s can be used to access most on-campus resources such as Banner Admin, databases, DEV or QUAL environments, Jamf, Remote Desktop Connection, and SAP Business Client. Special VPN requests can be made to ITAC. You can visit the Virtual Private Network (VPN) and Remote Desktop Connection service pages for more information.
Not all services require a VPN. Some of the ones that can be accessed outside of it include: Canvas, CatsWeb, Code42 CrashPlan, Mediaflo, Microsoft 365 apps, SAP portal, TXST File Transfer, WebFiles, and Zoom.
Data Classification
Understanding the different classifications of data, especially while working remotely, will let you better understand how to handle the data. There are three different categories for data classification, and the university has provided resources to navigate best practices for all situations.
Public data
Public data includes job postings, service offerings, published research, degree programs, and general information.
Tools available for use:
- Microsoft 365 apps
- Package of applications that faculty can use for things like the management of lesson plans and assignments. The apps are great for public data.
- Teams
- Teams is an online chat and collaboration tool with integrated document management and video conferencing. It is great for your communication needs. All faculty and staff have a Teams phone number where they can have their desk phone calls forwarded.
- SharePoint
- Gives you great access for storing files and is ideal for real-time group collaboration on documents.
- OneDrive
- Is a personal document drive where you can selectively share documents.
Sensitive/confidential data
Sensitive data can include performance reviews, dates of birth, some directory information, and unpublished or restricted research. Confidential data are social security numbers, credit card information, health records, educations records, and passwords.
Tools available to use:
- Systems of Record – Banner, Canvas, SAP, etc.
- It’s important to not only protect students but yourselves as well since you are the responsible party for their information. For class administration and grade management do not store grades on personal devices.
- FileTransfer
- Secure, temporary storage for uploading and sharing data. Not to be used as a permanent storage location.
- One-Time Link
- To share a confidential message or private link, One-Time link creates a one-time password to help keep sensitive information out of email and chat.
- Departmental Shared Drive
- Although it might require VPN access, use your departmental shared drive to store sensitive or confidential information long-term.
Tools to not use:
When it comes to sensitive and confidential information, avoid storing it on personal devices such as smartphones, tablets, home computers, or removable storage. Also avoid any unauthorized cloud services such as Google Drive, Amazon Cloud, Dropbox, or iCloud. There is no way that the university can manage how they keep the data safe, so please only use university resources.
Preparing for fall
Be sure that yourself and your colleagues are prepared for potential remote access in the fall. Here are some tips to follow:
- Set up and test VPN access if necessary
- Set up Duo multi-factor authentication
- Acquire needed hardware
- Sanitize and encrypt devices before re-deployment
- Set up Code42 CrashPlan
- Keep an eye on your email for updates and more tools that may be coming soon
Chantal Lesley is a marketing and communications specialist student employee in the IT Marketing and Communications office.
