Best Practices for Teleworking
Teleworking allows for greater flexibility in your schedule, but it very important to understand the risks to privacy and information security that exist when working remotely.
Please read and review these guidelines and apply them to your teleworking practices:
- Properly secure your documents within the UMMS Shared Drive. In addition, secure any hard copy documents that you take outside of the UMMS work space.
- Stay within the UMMS network by connecting through the UMMS Virtual Private Network.
- If you are using a personal computer, never forward documents to your personal e-mail account. Although there will be instances where you need to send information to a personal account, forwarding unencrypted emails to either yourself or to someone else is a breach of privacy.
- If you know you will be teleworking and have gone through administration regarding the Flexible Work Policy, identify the files you need to work on in advance. Organize them on the network drive so that they will be easily accessible to you.
- Take advantage of approved UMMS collaboration tools to help make it easier for you to work remotely. (provide link to current approved tools?) (how to)
- Have a back-up plan in case you experience issues with network connectivity, but never transfer files from your personal computer to thumb drives or other portable electronic devices.
- Secure your UMMS equipment and information at all times. This means while at home or traveling. If you must leave equipment and documents unattended, ensure they are safely secured. Never leave them for too long.
Try to recognize a potential privacy incident and know how to report it.
Examples of Privacy Incidents:
- Sending an email containing Sensitive PII to your personal email account.
- Sending unencrypted Sensitive PII outside the DHS network (i.e., to another agency, to a private sector partner, to a potential hire).
- Allowing family members access to documents containing Sensitive PII. • Printing documents containing Sensitive PII to your personal printer.
- Using a thumb drive or other device to transfer data (i.e., Sensitive PII) to your personal computer.
Please also refer to these UMMS Information Technology policies: