Nursery access and storage information policy

Employees at The University of Dundee Nursery Ltd are given a variety of resources to do their job efficiently and effectively. But it’s important that the resources are carefully guarded.                                                                                        

Storing, transferring, and sharing nursery information comes with risks. It can result in data breaches (in which nursery data is released to people outside of the organisation or employees of the organisation who have not been granted access) data left (in which hackers steal information for financial gain or to gather intelligence) and misplaced data (in which original files become lost or unavailable).

The purpose of this policy is to ensure that data kept is available only to current employees of The University of Dundee Nursery Ltd who have been pre-approved to possess it.

Email

All data sent over email (as an attachment or in email text) must be consider sensitive and protected as such. Never send work documents or information to someone outside of the nursery unless it has been cleared by manager and IT. This includes forwarding nursery emails to your own personal email account.

Cloud storage and cloud applications

We appreciate that workers may sometimes need access to work outside of the office from home, mobile device or nursery equipment on the road. However, work information must never be stored or shared to personal cloud accounts or application, such as iCloud, Google Drive, Box, Dropbox, Microsoft Drive etc.

IT has approved the following services for doing so:

• Teams
• One Drive

If you would like guidance on how to use these services, IT would be happy to assist. And if you have any questions on whether a service is appropriate to use, as IT before using it.

Physical storage devices

Storing work data on physical devices, including but not limited to USB drives, memory cards, CD or external hard drives is not allowed, permission is not given, unless device has been encrypted by UOD IT. Never use or plug in a USB drive that you have found or been given as a promotional item.

Encryption

While encrypting data may not prevent a data breach, it can help ensure that if information falls into the wrong hands, it can’t be read or used.

The University of Dundee Nursery Ltd. Required the following types of information to be encrypted:

• Application Forms
• Birth Certificate for Dundee City Council
• Completed forms being sent to outside agencies

If information is required to be encrypted, it must be protected by a strong password and should never be copied or shared in a way would make it available outside of the encryption process.

Whenever you have any doubt or questions on data transfer, contact Management Team, IT before doing anything else.

We will be happy to help you and guide your through the process.

Document information