Creating A Secure Environment

An important, but often overlooked, step toward protecting sensitive information is to ensure that it remains physically secure. Earlier this year Emory went through a “Search and Secure” exercise to identify and secure any sensitive information on electronic and physical media. While that exercise has completed, maintaining physical security will always be an on-going effort.

Keep the following physical security guidelines in mind:

• Keep locked doors locked, and do not prop doors open.
• Do not let anyone follow behind you when going through a door that requires card access.
• Safely stow electronic media and devices (e.g., thumbdrives, CDs/DVDs, backup tapes, laptops, etc.) in physically secure areas, such as a lockable cabinet. If any of these items store sensitive information they should be encrypted.
• If you remove sensitive data from a secure area for a specific work purpose, be sure to return it immediately when you are through with it. If you still need the information, but must pause your work, lock it away until you are ready to continue your work.
• Limit access to sensitive areas to only those who require it.
• Don’t leave unattended sensitive data on a copier, fax, printer or any other unsecured areas.
• Make sure that other individuals cannot look over your shoulder or at your computer screen while working on confidential information.
• Always dispose of electronic and paper media in a secure manner