To: All Users

1. Handling Confidential Information
   • Protect Confidential Data: When dealing with confidential information, use strong passwords and encryption tools, especially when data needs to be taken off-campus.
   • Delete Immediately: After processing confidential data, delete any copies immediately to minimize the risk of data leakage.
   • Avoid Public Networks: Never process or transmit confidential data over public Wi-Fi networks or shared computers.
2. Handling Mass Emails
   • Check Before Sending:
     • Carefully verify recipients, content, and attachments before sending emails, especially to third parties, as emails cannot be retracted once sent.
     • Use “Blind Carbon Copy (Bcc)” to protect recipients’ privacy and prevent unnecessary email replies caused by “Reply All”.
   • Clear Subject Line: Use a clear and specific subject line to help recipients distinguish legitimate emails from spam or phishing attempts.
3. Other Tips
   • Account Security: Enable two-factor authentication (2FA) for accounts used to handle confidential data, and use strong, unique passwords.
   • Device Protection: Use biometric authentication (e.g., fingerprint or facial recognition) to secure your devices.
   • System Updates: Regularly update your operating system, browser, and software to patch security vulnerabilities. Enable real-time antivirus protection and perform regular scans.

Should you have any enquiries, please feel free to contact ICTO Help Desk.

Reference:

• Guidelines for Handling Confidential Information
• Guidelines for Data Classification and Handling
• Guidelines for Sending Mass Email and Using Email Groups
• Tools for Data Encryption
• Anti-Virus
• Two-Factor Authentication (2FA)

ICTO Help Desk
Location : Room 2085, 2/F, Central Teaching Building (E5), eMap
Telephone : 8822 8600
email : icto.helpdesk@um.edu.mo

Information and Communication Technology Office