This information applies to faculty and staff at Georgetown University who have been issued a University laptop or desktop.
Note: If you believe you are working with confidential information, please check the list of confidential data and then contact your manager to verify the nature of the data you are working with, collecting and/or retaining.
Q: I want to telecommute a few days during the week. How can I work with my data safely while telecommuting?
A: First, meet with your manager to discuss whether or not telecommuting is a viable option for your role. If your manager allows you to telecommute and you do not work with confidential information (click here to view a list of confidential information), ensure that the computer you are using is for work purposes only. You should have a separate computer that you can use for leisure purposes or for use by your family.
If you do work with confidential data, you will need to work with a University-issued desktop or a secure laptop that is encrypted. Your manager will need to submit a request for this equipment to the University Information Services (UIS) Help Desk (202-687-4949 or help@georgetown.edu).
In addition, while working from home with confidential data, the data must not be maintained nor worked with on your hard drive. You must work and maintain this data in the secure Phoenix Enterprise File System. If your department does not currently maintain space on Phoenix, your manager needs to apply for space immediately. This can be done by contacting the UIS Help Desk at 202-687-4949 or help@georgetown.edu.
Q: My manager allows me to telecommute but, does not want to invest in a secure laptop. I work with confidential data. Can I continue to telecommute?
A: In order to work with confidential data outside of the University environment, you must have access to a University-issued desktop or a secure laptop that is encrypted. This equipment is funded by the university if the individual requesting it satisfies the requirements of the secure laptop program. Contact the UIS Help Desk at 202-687-4949 or help@georgetown.edu to request a secure laptop and to find out more about the program’s requirements.
Instituting data security principles like this at Georgetown involves major shifts in traditional business processes. If your manager has concerns or questions regarding this principle, he or she can contact the University Information Services’ Privacy Officer (UISPO) at uispo@georgetown.edu or by phone at 202-687-8571.
Q: I am approved to telecommute and I have a secure laptop. What else do I need to know in order to protect my data?
A: Additional tips to follow if you are approved to telecommute and you do work with confidential data are below:
• Ensure that your University-issued laptop is with you at all times. If you are not working on it, make sure it is shut down.
• Read the Georgetown University Data Security Frequently Asked Questions Web page. There are guidelines listed here that you will need to follow at your remote office as well as within the University environment.
• Be familiar with all of the policies pertaining to information technology.
• Take ownership of your data. It is up to you to ensure it is being maintained in a secure environment.
Q: I have more questions about telecommuting? Who should I contact?
A: For more questions about telecommuting, contact your department’s Human Resources officer. For more questions about protecting data security while telecommuting, contact the UISPO at uispo@georgetown.edu or by phone at 202-687-8571.