Working from Home: Practical tips for keeping client, staff, volunteer and all personal information safe

As the Coronavirus continues to spread globally, more Island organisations are asking employees to work from home. Even at this challenging time please remember to keep all personal data safe & secure.

We have produced the below guidance for organisations and employees to advise on the Dos and Don’ts of working from home. Need further assistance? In the first instance email the Jersey Office of the Information Commissioner team on enquiries@jerseyoic.org or call on 01534 716530.


1 – Security – Have you considered:


- Domestic internet security – do staff have secure wifi’s requiring passwords?

- Is this a normal activity for your member of staff? If not brief and train them first about protocols set out below.

- Think carefully about physical security of ALL documents, including paper records.

How the paperwork is going to be transported, for example:
- In a locked briefcase.
- Not left in open view in a car.

- Setting up home working - our recommendations;
- In a physical space where family members and visitors cannot see the paperwork or access laptops.
- Locked away securely when not in use.

- How your staff will report a breach?

 

2 – Who needs to know you are working from home? Recommendations:

The organisation must ensure work is being conducted in accordance with data security and home working policies. We also recommend:

- Consider having a sign-in / sign-out procedure for when taking files and personal data home.

- Contracts of employment should have compliant data privacy clauses and refer to appropriate security, homeworking and transporting data rules.

- Make sure all employees are aware of what to do if a file is lost and test that plan.


3 - What are the risks of a data breach when working from home?

Whilst working from home, being distracted and leaving unlocked devices or paperwork loose or unattended, is easy to do. Please remember if an unauthorised person is able to access the computer or paperwork you are working on, this is a data breach.


4 – Finally - Top Tips

We recommend working in a private, secure place in your home. Also:

- Do not leave unlocked devices unattended or paperwork lying around.

- Ensure you have secure WIFI (one with a password access) and anti-virus software.

- If you take work between the office and home, only take home what is absolutely necessary.

- Ensure all paper files are secure in a locked device which is not accessible to anyone else.

- Ensure staff are aware of how to report and handle a data breach if one should occur.

- Ensure ‘working from home’ policies / contracts are in place and all staff are provided with adequate training.