UNIVERSITY of GLASGOW

IT Services

Laptop Computers

Confidential data should not be held on a laptop unless this is absolutely unavoidable and data should be encrypted.

It is relatively easy to gain access to data held on computers even if passwords are used unless they are specifically set up to ensure that this is not possible.

Where use of confidential data on a laptop is absolutely required, a suitably trained member of IT staff should install and configure University-approved full-disk encryption software to protect the data. 

Use one of the following methods:

  1. Install Standard Staff Desktop version 7. SSD7 incorporates full-disk encryption. Please contact local IT support staff for advice on how to obtain SSD7

    2. OR

  2. Use a laptop configured to security standards equivalent to that of SSD.
    Ensure the system is configured in accordance with all system security recommendations, including those relating to:
    • Antivirus software
    • Uptodate operating system and application patch levels
    • Firewall software
    • System hardening measures
    Also, install and configure TrueCrypt encryption software, in full-disk encryption mode.

 The passwords used to protect data in either of these environments should conform to the University Password Policy.

Notes on encryption methods

An advantage of 1) is the encryption process is linked to the user's GUID password, which if necessary can be reset via IT Services Helpdesk, and hence data recovered from the hard drive.

2) involves 'standalone' encryption with an independent password, which if forgotten means all data stored on the hard drive may be effectively gone, for ever.

Data back up

Where it is necessary to hold confidential data on laptops, it should be seen only as a working copy and be backed up or synchronised with a master copy on an appropriately managed fileserver. Relevant College and Central IT support will configure a shared secure area for this purpose and advise on appropriate procedures. Contact local IT support staff for advice.

Purchasing guidelines

It is recommended that laptops are purchased through the University approved suppliers as this significantly reduces the chances that the SSD environment and encryption software will not work on the machine, which would make it unsuitable to use with personal or confidential data.