Decluttering Your Digital Life Nate Howe Chief Information Security Officer Education – Partnership – Solutions
Education – Partnership – Solutions What’s The Problem? Information overload Consumerization of IT Distraction and short attention span More communication and less community Productivity tools, but are we less productive as we multitask? Plus, information security threats Education – Partnership – Solutions
Education – Partnership – Solutions Typical User Desktop or laptop computer at home Desktop or laptop computer at work Smartphone Tablet Smart TV Wearable technology In-car technology Social media presence Education – Partnership – Solutions
Let’s Start With Some Tech Tips… Education – Partnership – Solutions
Education – Partnership – Solutions Browser Favorites Save time by not retyping addresses Group sites according to purpose Less risk of visiting a malicious site Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions Where Are My Files? Understand the concept of the file system Understand the concept of the user profile directory Local hard drive versus shared drive Box.com Consider where you will keep the “gold source” of a file, versus redundant copies Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions
File Management Recommendations Use the network directories whenever possible (avoid storing to the local hard drive) Learn to use Box.com when collaborating with others Make sure your files are contained within the user profile and ensure backups of local hard drive Only one gold source of the file, yet multiple backups Use helpful folders and filenames Instead of “Annual” indicate the year Instead of “Final” indicate the version Make lots of folders if that will get you organized Education – Partnership – Solutions
Education – Partnership – Solutions
File Management Recommendations Always try to store electronic and scanned copies, rather than paper (better for BCP emergencies) Learn to “Export as PDF” or “Print to PDF” Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions External Drives Helpful method for backups and moving files between computers They can fail Realize they can be stolen, so think about how and where to store them Format flash drives when not in use Education – Partnership – Solutions
Education – Partnership – Solutions Email Management Folders Should you ever delete? Personal versus work From mobile phone, beware consolidated view Specific addresses for specific purposes? Education – Partnership – Solutions
Education – Partnership – Solutions
Email Management Recommendations Before overusing email, can you make a phone call or meet face to face? Save attachments to a network directory or local PC hard drive BEFORE making edits. Build filtering rules to automatically route mail into your folders Education – Partnership – Solutions
Education – Partnership – Solutions
Education – Partnership – Solutions Remote Access Education – Partnership – Solutions
Remote Access Recommendations Don’t email UT Dallas files to your personal address, just learn to use Outlook Web Access If you hate VPN, consider using Box.com When connecting to VPN, don’t get confused by drive mappings \\Utdfs01\utd\Dept\Security\ is G \\Utdfs01\utd\Users\nxh141030\ is H Education – Partnership – Solutions
Now Some Security Stuff… Education – Partnership – Solutions
Now Some Security Stuff… Education – Partnership – Solutions
Education – Partnership – Solutions Passwords Longer is stronger – consider a “passphrase” Different passwords for different services Keep passwords written down somewhere under your control Be careful when answering security questions – sometimes the answers can be researched using social media and online databases We are getting more questions about password vaults, such as LastPass Education – Partnership – Solutions
Education – Partnership – Solutions Avoid Phishing Scams Education – Partnership – Solutions
Education – Partnership – Solutions Avoid Phishing Scams Education – Partnership – Solutions
Education – Partnership – Solutions Avoid Phishing Scams Education – Partnership – Solutions
Education – Partnership – Solutions Avoid Online Scams Stick with reputable sellers; when using lesser-known websites look for familiar payment systems like PayPal and Amazon Regularly review your credit card statements for unusual charges Monitor your credit reports periodically (Equifax, Experian, and Trans Union) IRS scams are on the rise – file before someone does for you Be wary of e-mails and website banners offering “free” gifts, prizes, vacations Take note of the website address – is it constructed properly? Education – Partnership – Solutions
Education – Partnership – Solutions Avoid Online Scams Education – Partnership – Solutions
Education – Partnership – Solutions Software Updates More important than antivirus protection Not just the operating system, but all the installed applications (Office, Firefox/Chrome, Flash, Java, etc.) Enable automatic update options on your devices Beware malicious look-alike antivirus software Education – Partnership – Solutions
Education – Partnership – Solutions Email Encryption Encryption is like sending a letter in an envelope, instead of sending a postcard that anyone can read while handling it. Education – Partnership – Solutions
Education – Partnership – Solutions Email Encryption Education – Partnership – Solutions
Education – Partnership – Solutions UTD Campus Email Education – Partnership – Solutions
Education – Partnership – Solutions Email Off Campus Education – Partnership – Solutions
Education – Partnership – Solutions Email Encryption Education – Partnership – Solutions
Mobile Device Recommendations Set a strong passcode to unlock the screen Run current versions of software Only install apps from trusted sources Enable security settings, e.g. remote wipe and locate device Ensure data is backed up Avoid unsolicited calls, texts, and emails Do not leave the device unattended Education – Partnership – Solutions
Mobile Device Recommendations Education – Partnership – Solutions
Mobile Device Recommendations You can never have enough storage You will use more data than you expected Remove unnecessary apps Images and videos in text message threads are duplicate copies Education – Partnership – Solutions
Education – Partnership – Solutions Cloud Services Cloud is a marketing term Embrace reputable vendors providing valuable services Beware default settings, however. Understand what is synchronizing between your device and the provider Learn to use services like Box.com, iCloud, Google, Amazon, and CrashPlan Visit http://www.utdallas.edu/cometspace/ Education – Partnership – Solutions
Education – Partnership – Solutions Data Destruction Properly destroy or overwrite hard drives, memory cards, and electronic devices Shred documents rather than trash them Education – Partnership – Solutions
Education – Partnership – Solutions Social Networking Avoid establishing relationships online with people you have not met in person Adjust the available privacy settings within each website Consider the privacy and permanence of what you post, including pictures and location data Educate younger users about the risks of their “online lifestyles” Education – Partnership – Solutions
Education – Partnership – Solutions What’s The Solution? We all need to become more “technical” Learn from the experts…12 year olds on YouTube Technology isn’t good or bad, it’s how you use it Be willing to ask for help Put away devices when visiting friends, driving, and sleeping Education – Partnership – Solutions
Decluttering Your Digital Life Nate Howe Chief Information Security Officer Education – Partnership – Solutions