Information security guide

Every member of the university community is responsible for managing the documents and other data  they handle, maintaining information security and data protection, and complying with the university’s information security rules and guidelines.

The information security rules can be found on the intra (login required). Please familiarize yourself with the rules and instructions for data processing.

Everyone must report any observed anomalies in information security, misuse related to information security, or suspected security breaches. Please report immediately. If you suspect misuse of your university credentials, change your password immediately, and contact the IT Service Desk of Digital Services.

Information Security Threats

Information security threats target not only technical devices and software but also their users. Recognizing threats helps in preventing them.

Phishing and Scams

Phishing aims to trick the target into revealing confidential information, such as login credentials or banking details, or may be used to install malware on the user’s device. Phishing can occur via email, text message, phone call, or QR code. It can be targeted, with personalized content and familiar sender names. Messages often have an urgent, threatening, or helpful tone. Scams may aim for direct financial gain, constituting fraud.

Malware

Malware, such as viruses, worms, or trojans, is designed to cause harm. It can disrupt usage, steal information, or bypass security mechanisms. Malware exploits technical vulnerabilities or user actions.

Physical Threats

Devices containing information, such as computers, phones, and USB drives, are vulnerable to theft, loss, malfunction, and damage.

Protection Against Threats

Username, Password, and Multi-Factor Authentication (MFA)

Your username is personal, and you are responsible for its use. Never share your username or password. Choose a password that is easy for you to remember but hard for others to guess. Use a different password for services outside the university.

In addition to a password, multi-factor authentication protects your data. Do not approve login requests unless you initiated them. It is also advisable to enable MFA for services outside the university.

Data Materials

As a user, you are responsible for ensuring that important data is not lost. Ensure adequate file backups.

Use university-provided services for storing study-related files. USB drives are easily damaged or forgotten. If you find a USB drive, do not connect it to your computer—deliver it to Digital Services. Be careful when sharing files and ensure you share the correct files with the correct people. Refer to the instructions for data processing (login required) on the intranet.

Email

Use your UEF email primarily for study-related communication. Do not open email attachments if you are unsure of the sender. Attachments may contain malware or lead to malicious websites.

Always check the actual destination of a link in an email or QR code before clicking. Learn to distinguish legitimate web addresses from those used by scammers. Avoid clicking links in messages—type the address directly into your browser instead.

Beware of scam and phishing messages. Carefully verify the sender’s email address. Confirm financial transactions, for example, by calling. If a website opened from a link asks for your credentials or bank details, ensure the site is trustworthy. If unsure, ask for help.

Always send confidential information encrypted, for example, using secure email.

Devices

Protect your computer with a firewall, antivirus software, and backups. Install security updates promptly. Also protect your smartphone and mobile devices with a lock code. Only install apps from official app stores or other trusted sources, and only install apps you actually need.