1. Decluttering Your Digital Life
Nate Howe
Chief Information Security Officer
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2. 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
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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
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4. Let’s Start With Some Tech Tips…
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Browser Favorites
Save time by not retyping addresses
Group sites according to purpose
Less risk of visiting a malicious site
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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
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12. 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
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14. 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”
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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
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Management
Folders
Should you ever delete?
Personal versus work
From mobile phone, beware consolidated view
Specific addresses for specific purposes?
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20. Email Management Recommendations
Before overusing , 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
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Remote Access
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23. Remote Access Recommendations
Don’t 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
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24. Now Some Security Stuff…
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25. Now Some Security Stuff…
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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
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Avoid Phishing Scams
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Avoid Phishing Scams
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Avoid Phishing Scams
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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 s and website banners offering “free” gifts, prizes, vacations
Take note of the website address – is it constructed properly?
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Avoid Online Scams
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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
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Encryption
Encryption is like sending a letter in an envelope, instead of sending a postcard that anyone can read while handling it.
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Encryption
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UTD Campus
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Off Campus
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Encryption
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38. 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 s
Do not leave the device unattended
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39. Mobile Device Recommendations
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40. 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
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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
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Data Destruction
Properly destroy or overwrite hard drives, memory cards, and electronic devices
Shred documents rather than trash them
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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”
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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
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45. Decluttering Your Digital Life
Nate Howe
Chief Information Security Officer
Education – Partnership – Solutions