To aide in the prevention of unauthorized disclosure of data while transferring information between systems it is important to follow some best practices outlined below.

 

Transferring data between computers or between others in the Colby community

  • Use Filer to perform this action.
    • Filer is an on-campus only file server for access to file storage space.
      • Filer is firewalled, blocking it’s availability from the rest of the Internet.
    • Use this link to view access instructions for both Windows and Mac users.

 

Transferring data between a Colby faculty/staff/student and someone not associated with Colby

  • Use Colby’s Dropbox Service.
  • There are two distinct kinds of users that will be accessing the Dropbox system:
    • inside users, who are associated with Colby.
      • An inside user is allowed to create a drop-off that is to be delivered to anyone, whether he or she is an inside or outside user,
    • and outside users, which encompasses the rest of the Internet.
      • An outside user is only allowed to create a drop-off that is to be delivered to an inside user.
  • Colby Dropbox has a file limit of approximately 2 GB.
  • Colby Dropbox holds the information you “drop” into it for seven days before it is securely deleted.
  • Colby Dropbox encrypts the information while it is in transit and while at rest.

 

****BONUS**** Data Security Tips

  • Be organized—keep track of where your data are, both on your computer and in physical form (CD/DVD, flash drive, paper copy, etc.)
    • It is poor practice to use removable devices (thumb drives, external Hard Drives etc.) to transfer sensitive information. (If the device ends up lost or misplaced, Colby, by law, will need to report the event which will cause financial and reputational loss).
  • Verify access permissions for the folders in which you store files with sensitive information to make sure other accounts on your computer cannot access those files.
  • Backup all important data
    • College-owned computer owners, ensure that central backups are being made.
  • Password protect and/or encrypt files containing sensitive data
    • Assume that your computer will be stolen and that the thief will have access to all your files—what will they be able to access?
  • Securely delete sensitive documents
    • Use secure file deletion that overwrites the file, making it impossible to recover the contents.

 

If you have any questions, contact the ITS Support Center at support@colby.edu or ext. 4222.