November 2, 2001 UNT Inhouse publication: Suggestions to preserve security at UNT

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Suggestions to preserve security at UNT

As we all continue to cope with the aftermath of the tragic events of Sept. 11, we've been asked to provide several suggestions for increasing security and our own vigilance in handling "day-to-day" activities. Take a moment to consider each of the following ideas and discuss them with your co-workers:

Turn off unnecessary lights and other unnecessary electronic devices when leaving at the end of the day or when gone for long periods during the day. While it is normally OK to leave computers on (depending upon your department's policy), you should remember to "log out" of the network and applications you are using. While clocks may be left on, turn off computer monitors, radios, stereos, TV sets, etc.
Lock and secure all sensitive information in an office, file cabinet, desk or other appropriate area when not in use. All documents containing Social Security numbers, FERPA-protected student data, personal employee data and other sensitive information should be properly stored and secured and should not be disclosed to unauthorized individuals. When documents containing such data are no longer needed, they should be appropriately removed use as indicated in university and state of Texas retention schedules. Sensitive information should not be disposed of in the trash or open recycling bins.
When accessing sensitive data or information on your computer, be sure that your computer monitor is positioned so that it cannot be observed by other people who would not normally have authorized access to the information that is being viewed.
Do not leave documents lying out on the desk when gone for long periods of time or after hours.
Change all computer passwords every 60 to 90 days.
Do not allow anyone else at work to use your ID or password. Keep your password secret. Choose passwords that don't contain common words, names or information that someone could guess about you. Choose passwords that you can remember, and don't write them down.
Use virus detection/protection software.
Know copyright and license requirements of the software and documents you use.
Lock all office doors at the end of the workday.
Report all suspicious people or activities. This includes any activities, people or packages not normally associated with your particular work area or responsibilities.
Vendor representatives, contractors and all UNT service personnel should carry or wear identification. If people you are not familiar with report to your area to perform services, ask to see their ID before allowing them to proceed with the work. If they cannot produce an ID, are offended or otherwise offer an excuse, contact the police.
If you observe something that does not make "sense" to you, take the time to question it. The only dumb question is the one that wasn't asked. The police have removed a number of people from campus and solved several crimes as a direct result of reports received from staff, faculty and students who observed something that they thought questionable.

The coming weeks and months are likely to bring a number of continuing challenges to each of us as the "war on terrorism" continues. Take a moment to reflect upon the suggestions above and use those you believe apply to you or your work area. You'll be assisting our efforts to proactively implement safety and security measures that support our educational environment.

Richard Deter (rdeter@pdl.admin.unt.edu) is director and chief of the UNT Police Department. Charlotte Russell (crussell@unt.edu) is a computer support specialist in the Computing Center.