Copy of 9-15-2022 message sent to ALLDEPTS@rice.edu
Colleagues,
This is our annual reminder that we all have a role in helping protect the security and privacy of University resources and data. University Policy 808, the Protection of University Data and Information, requires that all members of our community take appropriate precautions to protect the privacy of information entrusted to our care. Additionally, University Policy 832, Appropriate Use of Information Technology, requires that we use information technology in a way that is consistent with federal and state laws and regulations, other university policies and specialized policies and guidelines created by the Office of Information Technology (OIT):
- University Policy 808, Protection of University Data and Information
https://policy.rice.edu/808
- University Policy 832, Appropriate Use of Information Technology
https://policy.rice.edu/832
We can reduce Rice’s risk of data exposure by following a few simple guidelines:
- Only collect information needed to support the University. Keep the information only as long as necessary and then purge the information safely.
- Only grant access to private information to those with a need to know. Remove access when no longer needed.
- Develop and publish information handling procedures for your department. Train staff on these procedures. Review and update these procedures regularly. Provide refresher training annually.
We can use technology-based solutions to help protect information:
- Keep all information technology resources updated with security patches, including the base operating system and all applications used for Rice.
- Use Rice-owned, OIT-supported devices with advanced malware protection to perform Rice business.
- Only use Rice-approved cloud services like Rice’s Box.com and Google Drive to share files instead of sending them via email.
- Password protect devices storing private information and use encryption on all devices, especially laptops, tablets, and phones.
For help with these solutions, contact the OIT Help Desk by calling 713-348-4357 (HELP) or by emailing helpdesk@rice.edu.
More information about how to safely use information technology resources can be found here:
- Guidelines for the Use of Information Technology
https://oit.rice.edu/guidelines-use-information-technology
Other general information on this topic is available on the Information Security Office Home page: https://iso.rice.edu/
If you think that data has been or may have been compromised (e.g. a hacking attack, successful phishing, or information emailed to the wrong person), notify the Office of Information Technology (OIT) Help Desk immediately by calling 713-348-4357 or by emailing helpdesk@rice.edu.
As always, thank you for your help, and let me know if you have any questions or concerns.
Marc Scarborough
Chief Information Security Officer
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Report an Incident: https://oit.rice.edu/security-incident