Accessing University Records Remotely
Dalhousie’s Records Management Office recognizes the need to be able to access university records when working remotely. Below are guidelines to use when accessing, transporting, and storing University records.
In accordance with university policies, you should:
- protect university information from theft, security breaches, or data losses
- ensure continuity of university operations
- meet requirements of federal and provincial regulations and policies
Whenever possible, access electronic records via the Dal repository where the records normally reside. That could be SharePoint, OneDrive via MyDal, or in a repository only accessible through a virtual private network (VPN), like the NAS. If this is not possible, use the following guidelines for moving and storing records on OneDrive or to an external drive.
ALWAYS ensure the confidentiality of information when in areas accessible by individuals who are not authorized to see the information.
Paper records
- Only take the minimum amount of information you need to carry out your job duties.
- Never leave university records in your car or unattended while in transit.
- If scanned paper records are authorized to be securely destroyed ensure that they are shredded using a crosscut shredder or by a Dalhousie approved shredding service (found under MyDal Find a Service).
Electronic Records
- Follow Dal’s Electronic Information Storage Guidelines
- Download VPN. If you cannot download Dal VPN to your computer, follow the procedures below.
NEVER save records to a C drive
University records containing personal information or other types of restricted or highly restricted information be NEVER be saved to a personal computer.
OneDrive
- COPY the records you will need to your Dalhousie OneDrive account before leaving campus to work remotely. Sign in through MyDal.
- Store the records on OneDrive with the same directory and file names used in the repository from where the records are being copied. Please ensure that you are COPYING records, not MOVING them.
If you change a document that has been copied, you must save the record as a different version from the original copy you downloaded. Use the proper naming conventions for the copied document.
External drives
- Follow ITS guidelines to help protect your Dalhousie account and devices.
- Ensure drives are encrypted /password protected.
- COPY any required records to the external drive. Use the same directory and file names used in the repository from where the records are being copied. Please ensure that you are COPYING records and not MOVING them.
If you change a document that has been copied, you must save the record as a different version from the original copy you downloaded. Use the proper naming conventions for the copied document.
Upon return to regular work practices
- Ensure that all new versions of documents are saved in the originating repository.
- Delete any copied document(s) on OneDrive or an external drive that are not new versions.
- If you borrowed the external drive, delete all files, and return it to appropriate personnel.