Information Management and Technology MHRA Inspection Information Management and Technology

3 Possible Issues for Inspection Disaster recovery Appropriate computer systems & system security Data security & data backup

Disaster Recovery There is a University-wide disaster recovery procedure in place by Information Services (INSRV)! Includes: network infrastructure, networked data storage (S: and H: drives) and services under SLA with INSRV (Medic database & web server for e.g.) Does NOT include: your PC’s hard disk, laptops, data storage device or server not under SLA with INSRV) INSRV Service Desk and Operations Team available between 8:00-22:00 week days. A plan for re-establishing or reproducing computer operations after a catastrophic event, such as a fire or earthquake. Over the last 5 years I have had to initiate2 disaster recovery procedures. One time there was a flood in a computer machine room. Second time we were a victim of a hacker. I have known Information Services to initiate a DR plan a few times, including when contractors have dug up fibre optic data cables. Must not be complacent.

HELP! Service Desk: InsrvConnect@cf.ac.uk (9:00-17:00) 029 20 874 487 (9:00-17:00) Operations: 029 20 874 400 (8:00-9:00 & 17:00-22:00) Suddenly find the network down – don't presume someone else has contacted the Service Desk – this is the first port of call if you get in to trouble. They will coordinate appropriate action and initiate the DR procedure if appropriate.

Local Disaster Recovery Policy? For own servers / data storage devices not covered by INSRV or Trust SLA Written procedure should include: Named contacts & communication to end users Damage assessment and reporting Recovery procedure (location of backups, steps needed to recover data and service and by whom) Confirm services and data are restored to acceptable level Communication.

Appropriate computer systems Are computer systems fit for purpose? PC versus network server MS Access DB versus enterprise DB Be wary of using MS Access or Excel (limitations in restricting access to data and in locking down the data for analysis) Medical device that can be defined as a computer system (e.g. has its own in-built software) Appropriate documentation Supported workstations, are they in warranty etc? Documentation – manufactures documentation, standards & kite marks (medical devices)

Computer system security Do you have your own servers? Restricted physical access Appropriate location, air conditioning Secure data backup & restore procedures Anti-Virus & Firewall Policies Network security S: drive folders are locked down to ONLY the users who need access Appropriate password security Document these procedures!

Data security & data backup Can data be locked down to specific users? Yes: network storage (S: drive), servers No: either move to above and secure, or encrypt Laptops: If they HAVE to be used for trial, please install encrypted data volumes (speak to me!) CDs / Memory sticks: Avoid if at all possible or use encryption Encryption is only as good as the password Applies to live data and backed up data. What Encryption technology? FIPS 140-2 standard. Contact me for information.

...Data security & data backup S: drive and servers under SLA are securely backed up by INSRV If not, ensure other means but do not rely on a single backup source (such as one external hard drive) Ensure backup drives are encrypted or locked away in fireproof safe Create a backup policy so you can retrieve not just “last night’s backup” but the week or month before if necessary Conduct regular test restores. Document it.

IT Survey Please complete this short survey – it will give us a better idea of what is “out there” in order to prepare for MHRA.

Concerned? Please speak to me or one of my colleagues: Tel. 029 2074 6306 Email. CrossTR@cardiff.ac.uk Thank you