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Software, licenses and VPN

Centrally managed computers (connected to GDA) come with a basic level of software. You can also download additional applications you need on your own via the Bravo self-service portal. The University also has agreements with certain software suppliers that allow installation on a private computers for work purposes.

Software and licenses

Connection to certain services at the University requires more secure connection, VPN:

Remote working - VPN

  • Sensitive information and data - working remotely

    We are currently in a unique situation that could not be foreseen, and we must make the best of the situation. The keep the organisation going we must use the tools for remote work we have at hand.

    You should be aware that our regular office IT, which is secure applications, does not meet the extra stringent requirements that, for example, the Swedish Data Protection Authority, sets for handling sensitive personal data. One example is that we do not yet have strong authentication for these systems. In the current situation, however, we must do everything we can to keep our business up and running, so all tools provided by GU may be used, but this must be done with extreme caution.

    Keep in mind that:

    • Use the tools provided by GU
    • Use only computers provided by GU for remote work
    • All sensitive information/data must be stored on GU's servers
    • Never record video calls or phone calls where sensitive information/data may be present
    • Keep a log of the times when normal routines have been abandoned due to the current situation
    • Keep your computer's firewall and antivirus software up to date
    • Make sure your workplace is secure so that any overhearing of calls and the opportunity for unauthorized reading over the shoulder is minimised
    • If sensitive information must be sent via, for example, e-mail, use the 7-zip file encryption tool and send the password via another channel, for example by SMS
    • Pay attention to the spread of false information via mail and social media
    • Watch out for fraud emails; right now we are seeing a global increase in so-called phishing emails with corona / covid-19 theme
  • Sensitive information and data - remote teaching

    Sensitive information is not usually handled during teaching. If it occurs, however, the following recommendations apply:

    For teaching staff the rules above apply, with the addition that teaching staff are responsible for helping students, who need to handle sensitive information, to make it as secure as possible.

    For students who handle sensitive information, such as medical and nursing students, they should primarily use, for example, the responsible region's tools, if there is an opportunity to do so.

    Primarily Zoom should be used for video calls. Note that all handling of sensitive information should be done with caution.

    Student work where sensitive information occurs shall be stored on the University's servers. As a teaching staff, it is your job to guide the students right: Storage options

    Invite students to keep a log of all cases where sensitive information was handled, including date, time, type of information, names of individuals (if applicable), which IT-support was used, where information was stored. When we return to normal conditions, this log should be sent to the responsible teacher or supervisor.

    These recommendations may change as we receive more information, so be sure to read the current information on the Staff Portal regularly.

  • GDPR

    Please note that video and voice recordings are considered personal data and must therefore be handled in accordance with GDPR.

    If you decide to record a video lecture, you need to inform the participants that you are recording. You should only record meetings if it is absolutely necessary in order to perform a task and not just because it can "be good to have". If you decide to record a video lecture or if, for any reason, it is necessary to record a meeting, you need to inform the participants at the meeting that you are recording.

    Tell them:

    • Why you are recording it
    • What you are going to do with the recording
    • How long it will be stored
    • Whether you will share the recording with someone else

    Please note that our IT support may only be used for information up to class two, in other words it cannot be used for sensitive personal data. If there is no other solution than using our IT support for handling sensitive personal data, this must be reported to, and approved by, the nearest manager/supervisor.

Reduce the risk of overloading the systems if possible

By choosing the appropriate system for remote work we can reduce the risk of overloading any systems. Schedule meetings at different times, and/or reevaluate which meetings need to be done by video and which can be replaced by keeping in touch through other channels such as email or chat in Microsoft Teams.

Page Manager: Questions regarding the novel coronavirus|Last update: 6/22/2021

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Print date: 2022-01-29

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