21 October 2008

Required Encryption for Portable Computers

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Sensitive information kept on portable computing devices presents one of the top risks to data security.  Laptops can store a lot of data and they can be lost or stolen in seconds.  To mitigate this risk, the University has obtained licensing for "whole-disk encryption" software for Windows and Mac computers. 

Since August 1st, this encryption software has been required on all new laptops purchased by medical campus departments.  Effective May 31st, 2009, the encryption software will be required on all laptops purchased with UM funds, regardless of their purchase date.

How can I have the software installed on my new laptop?

Installation of the software now occurs prior to delivery if you order a Windows or Mac laptop through Medical IT.  If you use another sales channel, you must bring the computer to Medical IT for installation of the encryption software, or schedule an appointment at your office through Medical IT’s Help Desk.

What about my "old" laptop?

For laptops purchased before August 1st, contact a Help Desk staff member at 305-243-5999 to schedule installation at your office. 

You can also drop the laptop off at Medical IT’s office in DPG-165.  Installation on "drop-offs" can often be done the same day, depending on workloads. However, be aware that the process requires several hours at least. The more data there is on your hard drive, the longer it takes.

What is the cost?  

The encryption initiative is centrally funded, so there is no charge for licensing or installation on portable computers purchased with UM funds.     

What happens if I don’t have the encryption software installed?

After May 31st, laptops connecting to campus computing resources will automatically be given reduced access privileges until the software is installed.

I don’t think I’ll ever store sensitive information on the laptop I use.  Can I be exempted from the policy?

Despite one’s best efforts, sensitive information can be inadvertently stored on a computer.  Something as innocuous as a spreadsheet attached to an email can present a massive risk.  To protect you, the University, and the University’s customers, exceptions cannot be granted.   

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