Introduction

Accessing College IT services from your personal devices can pose a risk to the services and data your College account has access to. This guidance is about reducing the risk personal devices pose and covers the minimum requirements to keep College services and data safe.

For the purpose of this guidance a personal device is any device that can be used to access College IT services such as smart phones, tablets, laptops and desktops.

 

All Device Types

 

  • Ensure your device is supported by the manufacture and receiving security updates. Devices that are no longer supported will not receive updates that protect against new known vulnerabilities.
  • When an update is available please apply as soon as you can. The longer you leave it the longer your device is vulnerable.
  • Set and use a passcode or pin longer than 8 characters on your device to prevent unauthorised access. Do not share this. If supported turn on sign in throttling to prevent repeat malicious attempts. To save having to enter a long pin, turn on biometrics such as a fingerprint or Windows Hello.
  • Change any default or built in admin passwords to something unique and longer than 10 characters.
  • Turn on device encryption.
  • Set your device to lock automatically when not in use.
  • Do not use your device to store sensitive documents, if you work on a file locally ensure you back it up to the College network or Microsoft 365.
  • If you share your device with others in your household, ensure they can’t access College IT services. Set up a separate user or lock apps such as Outlook with a pin using your devices AppLocker settings if available. The College’s preference is that you shouldn’t share your device to prevent unauthorised access.
  • Whenever possible use web versions of College IT services such as remote access or outlook for the web. When you have finished working ensure you log out.
  • Take advantage of security features of your device, take the time to evaluate them and turn them on to improve your device security.
  • If you replace your device or leave the Colleges employment ensure you remove all College data and/or securely wipe your device.
  • Report any security incidents or loss/theft of a device to ITHelpline@southessex.ac.uk so we can assist in securing your account and data.
  • Uninstall and disable applications and services if you’re not using them. For example remove pre-installed apps you don’t need or turn services such as Bluetooth off if you don’t use it.
  • Use an anti-malware product to protect your device from malware. Ensure it is turned on and configured to get automatic updates. Ensure web protection is also turned on, this may be a feature of your web browser such as Microsoft Smartscreen.

Smartphones and Tablets

  • Do not root or jailbreak your device.
  • Only install apps from the built in app store.
  • Configure your device so that you can remote-wipe it should it become loss or stolen.

Applications

When accessing College IT services use official Microsoft apps such as Microsoft Teams, Outlook, Word or OneDrive. These are available in all official app stores or by visiting Office.com.