Employee News 2020, Issue 28 - COVID-19 Important Information for all Employees currently working from home: Data Protection, Record Management & Cyber Security

Date:  Thursday 9 April 2020

In these unprecedented times, our working practices have changed considerably as a result of the impact of coronavirus (COVID-19), therefore this is a timely reminder of the need to adhere to sensible remote working policies and practices while many of us are working from home. 

The key issues to be aware of just now are as follows:

Data Protection

As with normal, every-day practice it is essential that the protection of the Council's information is at the forefront of our work and we remain conscious of how we are processing and transmitting our information.

Work may, in the main, have become more digital rather than paper based therefore email is an essential communication tool.  Please be very aware when typing the recipient name into the address bar.  Automatic address entry is a frequent area where mistakes are made and Council information is sent to the wrong person.  Please be very careful and check before choosing send.

Data Protection Breach reporting processes should be followed as usual where you think that information has been misplaced or lost.  If you are concerned about a possible breach, please email the Data Protection Officer:

 DPO@eastdunbarton.gov.uk

Good Records Management

Please be aware that any Council documents or notes in paper format currently in your home must be securely stored and not left lying around.  It is very important that we remain aware of our responsibility to keep sensitive information confidential.

Please keep any paper documentation safely until a return to the office is possible and this paperwork can be stored or disposed of securely.

It is important to ensure that all Council Records in digital format are saved in your Team Drives as usual.  Please do not save records on your c drive or desktop.

When you receive an attachment in an email please save the attachment as you normally would.  Remember that when responding to an email only choose "reply with attachment" where essential.  This will ensure that the volume of data being transmitted is minimised and breaches are less likely.

Cyber Security

Cyber threats are unfortunately on the increase during these times, do be mindful of spam and phishing emails and follow the guidance in the link below.  However, if you receive any email which you think is suspicious please DO NOT OPEN IT but forward it to our spam email address:

spam@fusemail.com

Additionally, as we work in different ways many of us are looking into keeping in touch via video meetings or conferencing.  Please note that if you do not currently have access to an EDC approved video conferencing software package then this means of communication should not be used for discussing sensitive Council information without the approval of both your Manager and ICT.  Given the current situation the Council is looking into additional secure ways of communicating with each other to streamline and normalise our workflows.  Information about progress of this will be advised as solutions are agreed.

Additional Advice and Guidance          

If you need further advice or guidance on Data Protection, Records Management or Information Security please email one of the following mail boxes:

Information.Records@eastdunbarton.gov.uk - For Records Management Queries
DPO@eastdunbarton.gov.uk - For Data Protection Queries
IT.ServiceLine@eastdunbarton.gov.uk - For Information Security Guidance

I hope you find this important information helpful.

Thank you

 

Ann Davie
Depute Chief Executive, Education, People & Business