Secure Technology Practices When Working from Home

If a BYU-Idaho employee is required to work from home, the importance of employees being aware of common practices to protect digital information remains the same. If you have any questions or need assistance, contact I.T. at 208-496-9009.

What can I do to keep information safe from hackers?

Please follow these practices to do your part in keeping both your information and student information safe from hackers:

• Establish a protected work environment by preventing unauthorized individuals from viewing or accessing any educational records or other protected information and from being able to determine a student’s identity based on a verbal interaction (use of headphones or earbuds is strongly recommended for interacting with students).

• Employees must deflect inquiries from unauthorized individuals who may overhear any employment-related conversation.

  • For example, if asked by an unauthorized individual, “What was that call about?” employees may not provide details generally or explicitly.

• Ensure your computer is updated and running antivirus/antispyware software.

  • Your work computer is automatically equipped with updates, patches, and antivirus software.

  • If you are using your home computer, ensure that your computer software is updated and running an antivirus/antispyware program.

  • I.T. recommends Sophos Home: Commercial Use Edition, which is available to all BYU-Idaho employees for free. Learn how to download to your home computer on the I.T. website. 

If you have any questions about using your work computer from home or updating your home computer, contact I.T.

How can I ensure my Zoom meetings are secure?

If you need to hold class over Zoom, follow these guidelines to ensure your Zoom meeting is secure:

• Generate a random meeting ID instead of using your personal meeting ID (PMI) to host events. 

• Add a password to the meeting to add an extra layer of security.

• Use the waiting room. This will allow you to see who has joined before starting the meeting. 

• Provide Zoom meeting links to participants directly, and advise them to never click on a link from an unknown sender or source.

• Do not share your meeting link on social media or other public locations. 

What else should I do to secure technology if I am working from home?

• Do not use public Wi-Fi. If you need to use your computer to work while you are not on your home network, please use your cell phone as a hotspot. 

  • You can initiate the BYU-Idaho VPN from your cellphone hotspot. If you need help setting up VPN, contact I.T.

• Ensure sensitive data is protected.

  • Avoid saving copies of sensitive data on a hard disk or flash drives.

  • Data is considered sensitive when it is protected under FERPA, relates to finances, or needs to be protected from unauthorized access. Use the BYU-Idaho VPN to access protected systems from home as needed. 

• Watch out for phishing emails and other scams.

  • If you suspect an email to be a scam, do not click on any links or attachments in the email. Please forward it to phishing@byui.edu and delete it from your inbox.

  • Call the I.T. Service Desk if you need further assistance or if you clicked on an email you suspect to be a phishing scam.

• Secure your device. Make sure your work computer is in a safe location, turned off, or locked when you are not using it.

  • iPad, iPhone, and Android devices also have risks, so be sure to keep devices up-to-date and use a passcode.

  • When traveling, do not leave your computer unattended in plain sight. 

If you have any questions or need assistance, contact I.T. at 208-496-9009.