Data & Device Protection

Saving your work

Your home-drive is located on the University filestore and is backed up on a regular basis. This makes it possible for you to recover your work, from the previous ten days, if any of your files are accidentally damaged or lost.


  • Save all work to the University filestore.

Data disposal

If your work is commercially sensitive, or contains other peoples personal information, it will need to be disposed of securely.


  • It is possible to recover electronic information stored on a computing device unless you use secure deletion software. We can advise on suitable secure deletion products.
  • To dispose of confidential paper records, either shred them or deposit them in a confidential waste bag.

Office security

Take steps to prevent the loss and theft of data and devices in your work area.


  • Do not let unauthorised people follow you through a locked door if they do not have a Newcastle University Smartcard or visitors pass.
  • Minimise the amount of confidential printed information you keep on your desk.
  • Immediately collect all confidential print jobs and faxes. Do not leave confidential information on a photocopier or fax machine unattended.
  • Keep all mobile computing devices, mobile storage devices, and other valuable items in a secure cabinet or drawer if they are not in use.
  • Store your confidential printed information in a locked drawer or filing cabinet at the end of each day.
  • Do not leave an unattended filing cabinet unlocked.
  • Make sure all doors and windows are securely closed if you are the last person to leave your work area.

Mobile working

If you work away from the University or in a non-secure work area (such as a coffee shop, public park or train), take steps to prevent the loss, theft and damage of your valuable items (including your mobile computing devices and portable storage devices).


  • Try to be discrete when carrying high value items.
  • Do not leave high value items unattended in a public space or motor vehicle.
  • Position your devices so that people cannot see what is displayed on your screen.
  • Do not let people see you type your password.
  • If possible, work through the Remote Access System instead of saving your work to a mobile computing device or portable storage device.
  • If it is not possible to connect to the Remote Access System, then encrypt your electronic work.
  • Before you encrypt your work, back it up to the University filestore. This will ensure your work can be recovered if it is damaged, lost or stolen.
  • Before you leave, check that you have all your personal belongings.

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