Standards and Guidelines for Desktop Computers

Desktop Computer Security Guidelines.

1. Definition.
2. General Obligations.
3. Hardware Security.
4. Access Security.
5. Data and Software Availability.
6. Confidential Information.
7. Software.
8. Viruses.
9. Computer Networks.

Desktop Computer Security Guidelines.

Desktop computers are personal workstations that, though possibly linked to other computers via a Local Area Network, function as stand-alone units. Desktop computers include IBM-compatible PC’s, Macintoshes, and Unix Workstations.

Users and custodians of Desktop computers are subject to the "Conditions of Use" and "Code of Practice" specified in the university’s IT Security Policy.

1. Lock offices. Office keys should be registered and monitored to ensure they are returned when the owner leaves the University.
2. Secure Desktops in public areas. Equipment located in publicly accessible areas or rooms that cannot be locked should be fastened down by a cable lock system or enclosed in a lockable computer equipment unit or case.
3. Secure hard disks. External hard disks should be secured against access, tampering, or removal.
4. Mark personal computers clearly with the name of the owner.
5. Locate computers away from environmental hazards.
6. Store critical data backup media in fireproof vaults or in another building.
7. Register all University computers.

Utilize password facilities to ensure that only authorized users can access the system. Where the Desktop is located in an open space or is otherwise difficult to physically secure then consideration should be given to enhanced password protection mechanisms and procedures..

Password guidelines:

• Length should be eight characters.
• Avoid words found in the dictionary and include at least one numeric character. (Six-character passwords may suffice for non-dictionary words.)
• Choose passwords not easily guessed by someone acquainted with the user. (For example, passwords should not be maiden names, or names of children, spouses, or pets.)
• Do not write passwords down anywhere.
• Change passwords periodically.
• Do not include passwords in any electronic mail message.      

• Back up and store important records and programs on a regular schedule.
• Check data and software integrity.
• Fix software problems immediately.

• Encrypt sensitive and confidential information where appropriate.
• Monitor printers used to produce sensitive and confidential information.
• Overwrite sensitive files on fixed disks, floppy disks, or cartridges.

Software is protected by copyright law. Unauthorized copying is a violation of University Copyright policy. Anyone who uses software should understand and comply with the license requirements of the software. The university is subject to random license audits by software vendors.

Computer viruses are self-propagating programs that infect other programs. Viruses and worms may destroy programs and data as well as using the computer's memory and processing power. Viruses, worms, and Trojan horses are of particular concern in networked and shared resource environments because the possible damage they can cause is greatly increased. Some of these cause damage by exploiting holes in system software. Fixes to infected software should be made as soon as a problem is found.

To decrease the risk of viruses and limit their spread:

• Check all software before installing it.
• Use software tools to detect and remove viruses.
• Isolate immediately any contaminated system.

Networked computers may require more stringent security than stand-alone computers because they are access points to computer networks.

While IT Services has responsibility for setting up and maintaining appropriate security procedures on the network, each individual is responsible for operating their own computer with ethical regard for others in the shared environment.

The following considerations and procedures must be emphasized in a network environment:

• Check all files downloaded from the Internet. Avoid downloading shareware files.
• Test all software before it is installed to make sure it doesn't contain a virus/worm that could have serious consequences for other personal computers and servers on University networks.
• Choose passwords with great care to prevent unauthorized use of files on networks or other personal computers.
• Always BACK-UP your important files.
• Use (where appropriate) encrypting/decrypting and authentication services to send confidential information over a University network.
• Never store University passwords or any other confidential data or information on your laptop or home PC or associated floppy disks or CD’s. All such information should be secured after any dialup connection to the University network.