Category: Information Security

Simple Changes to be More Cybersecure

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Checking the age of your passwords and reviewing an email link or attachment before opening it can go a long way in protecting yourself from a cyber attack. It’s the world we now live in, so here are some reminders that could save you a lot of heartache and financial and/or identity problems:

1. Check before you click.
Never click on links or open attachments without inspecting the email first. With the enormous volume of malicious emails created and sent every day, being cautious is crucial. Always hover over the email address and look for signs of a scam.
2. Protect and update your passwords.
When was the last time you updated your passwords? Experts recommend updating them every 60 days! Not only should you update passwords, but you should use a passPHRASE. The longer your passwords are, the better.
3. Never leave your electronic devices unattended.
As tempting as it is to ask someone to watch your laptop while in Marston, don’t take this risk. Always take your portable items with you, even if it’s just “for a minute” while you are at the reference desk.

For more ways to be cyber aware, read the Psychology of Phishing story on UFIT News or visit the Information Security Office website.

Before Going Abroad: Tips for UF’s Research Community

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Traveling outside of the United States can put your research data–along with your identity and reputation–at risk. Whether you’re conducting a study, lecturing, or simply vacationing abroad, UF’s Information Security Office (ISO) wants you to understand the dangers of data targeting and identity theft.

Some tips to consider:
• If possible, bring a temporary laptop that has only the files you’ll use/need while abroad
• Verify your mobile device’s encryption
• Be sure your laptop’s antivirus software is up-to-date before you travel
• Disable automatic connections to open WiFi networks
• Use UF’s VPN to connect to any service where Gatorlink authentication is required

Also, to protect your data and personal information, only get online via secure WiFi networks. Recent issues to be aware of include China’s blocking of UF’s VPN. More tips are available on the ISO’s traveling abroad page.

Faculty should contact the Office of Research to ensure they are not traveling with hardware or software subject to export controls. Anyone who needs help configuring VPN or changing their laptop settings are welcome to contact the UFIT Help Desk for assistance.

China Blocking UF’s VPN

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In 2016, China announced it would block unregistered VPN services. In 2018, UFIT began receiving reports from faculty working in China that the UF VPN was blocked. 

Using the UF VPN service in tandem with an encrypted laptop provides secure, remote access to the UF Network.  However, registering UF’s VPN to allow its use in China would require the university to provide the Chinese government access to decrypted data and other sensitive information. 

There is nothing UFIT can do to make the UF VPN service work in China without potentially violating Chinese law and putting faculty, students, and staff in legal jeopardy.  UFIT will continue to monitor the situation and provide updates as needed.

It is possible that reputable Cloud services like O365 (OneDrive) and UF Dropbox may periodically be available while you are in China.  However, network and Cloud access in China is a fluid situation — what works today may not work tomorrow. UFIT recommends:

  • Travelling with an encrypted laptop. Ideally, the laptop should be specially prepared by IT staff for your trip. This includes erasing all documents, including research and applications such as your UF email client. Just take the specific files (like the PowerPoint presentation to be used) needed. The laptop should then be returned to your IT staff to make sure that no malware or spyware was installed while abroad.
  • Storing files locally on that encrypted laptop because you may not have access to cloud services or the UF VPN while in China. Transfer any work product created upon your return from your travel laptop to your regular UF Network location.
  • Prior to travelling, copy the files you’ll be working on to your O365 (OneDrive) or UF Dropbox location—have a backup set of files stored before you go.

UF’s Information Security Office recommends viewing their Security Tips When Traveling Abroad page prior to leaving the country. If you contact the UF Computing Help Desk while in China, they will tell you that UF VPN blocking is a known issue and there is nothing UF staff can do to remedy the situation. 

Save Time with Pre-Assessed “Fast Path Solutions”

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UF’s Integrated Risk Management
(IRM) program was created to support the university’s mission of teaching, research, and service by providing faculty and staff with a single point of contact for their digital business tools and solutions needs.

IRM’s foundation is Fast Path Solutions, a comprehensive list of pre-assessed software and computing environments. The Fast Path Solutions are searchable by product name or by software category. Faculty and staff working with non-restricted data may use the Fast Path Solutions without additional review by UF administrative, compliance, and risk management offices.

Several Fast Path Solutions are pre-assessed for use with restricted data, but faculty and staff are still required to register restricted data use to ensure the proper collection, transmittal, processing, and storage of restricted data on campus. Additional review may be required for software and computing environments using restricted data not listed as a Fast Path Solution.

Fast Path Solutions are one of a series of enhancements currently underway to streamline the review of risk and compliance across UF. The IRM team invites you to visit the https://irm.ufl.edu/getting-started/ webpage. Your feedback is also welcome! Please email questions or comments to IRM@ad.ufl.edu or phone the IRM team, 352-294-2589.