Office of the Saskatchewan Information and Privacy Commissioner. Best Practices for Transporting PI and PHI Outside of the Office. April 2020. 4 • Set up multilayers of pop-ups, passwords and logins to help with authenticating the users for data while working at home. One should have to go through a few layers of logins, and pop-ups to get into different databases. • If you must save information on your device, make sure that it is encrypted and is deleted from the device when you are done using it and once it is properly saved to your work computer network. • Use encryption for emails, laptops and other portable devices. • Enable the wipe down function of devices that will wipe them down if they are stolen. This is software that allows you to erase all the data from your device so that any confidential information will not end up in the wrong person’s hands. • Do not download other applications or software unless you have the approval from your IT Department or employer. • Do not click on links or open attachments in emails that you think are suspicious. • Work with your IT Department to make sure that the device’s software is up to date. • Use only work emails and not personal emails for business use. Keep personal emails totally separate. • Use firewalls, anti-virus, malware and spyware software. If you are not sure if these are up to date, check with your IT Department. • Use only approved means of storing information that has been approved by your employer and IT Department. This could be phones, USB sticks, hard drives, laptops or remote access to your network drives. • Lock computers when not in use and log off anytime you are temporarily away from it.
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