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Purpose

Physical access to unsecured systems, devices, and notes can lead to data loss or theft of intellectual property and valuable equipment. 

Audience

On this page

Initial considerations

Encrypt your data and/or devices.

• Encrypting your data provides an extra layer of protection in case the physical device is lost or stolen.

  • Encrypt data and devices

Establish a resilient backup strategy and back up your data.

• Should your physical device be lost or stolen, it is important that you have the necessary backups to recover from.

  • Back up data

What can I do?

Store hard copy data and portable devices in a secure environment.

• It is recommended you use a "double-locked" solution, meaning a private office/workspace with lockup capabilities (filing cabinet, safe, etc.) 

• Do not leave devices unattended in open spaces, regardless of how quickly you might return. Consider using a cut- and drill-proof locking cable to prevent grab-and-run incidents. 

• Do not leave devices unattended in visible, but private spaces like near office windows or visible from a car window to prevent break-ins and theft. 

For researchers

• Be sure to consult with the following documentation published by the Human Research Ethics Unit.

  • https://research.utoronto.ca/data-security-standards-personally-identifiable-other-confidential-data-research

Keep an inventory of all devices, information, and services related to your work or project.

• Asset management; data and devices

• Establish a log or check-in/out system for when portable devices and hard copy data are used by a team member.

Don’t allow unauthorized people to use or borrow your devices.

• Allowing someone to use or borrow your device could provide them access to locally stored data.

Securely delete all data from a device before surrendering or disposing of it.

• Delete or destroy data and devices

Take additional precautions should be taken while travelling.

• Travel or work remotely