Keep working from remote locations

At Indiana University, if you need to work from home or another remote location, consider the following technology issues in advance:

  • Computer equipment: Remote employees should use only IU-owned IT devices with an installed Endpoint Detection and Response (EDR) tool (such as Crowdstrike or Windows Defender for Endpoints, depending upon availability). If IU-owned IT devices are not available, you must exclusively use remote access tools such as Virtual Desktop Infrastructure (IUanyWare) or Remote Desktop. Ensure that any device used for IU activities has been reviewed by departmental IT support staff for compliance with Security of Information Technology Resources (IT-12).
  • VPN connection: Use of VPN is required when accessing any system that handles Critical or Restricted data.
  • Connectivity: Do you have a high-speed internet connection at home? Many high-speed solutions are offered in the area of most IU campuses, including cable, DSL, and fiber. Contact your local provider of choice for information about services, pricing, and estimated installation dates.
  • Security: Take proper security measures on your home computer before connecting to IU resources. Be sure to install all the updates for your operating system, and have an updated antivirus application installed and a firewall enabled. If you don't, your computer is at risk for being infected with a virus, worm, or other malware, which might prevent you from finishing your tasks.
  • Access: You will need your IU username and passphrase to access many IU resources (such as One.IU). Also, be sure you have what you need for Two-Step Login (Duo).
  • Email: You have multiple options for checking your work email, including using your default web browser or configuring a stand-alone email client. Select the best way for you to read your IU Exchange mail.
  • Applications: IU offers many university-licensed software packages for day-to-day work requirements. These software options are available virtually though IUanyWare, or you can download and install them directly from IUware.
  • Store files: Do you need to store and share files, particularly files containing Critical or Restricted data?
    • If you need to access and store institutional data that contains personally identifiable information (PII), do not use your desktop or mobile device to store this data locally. Institutional data classified as Critical or Restricted (including student data, protected health information (PHI), research data, and employee information) may already be stored in Microsoft at IU Secure Storage and Google at IU Secure Storage. If you need to request secure storage, see Request institutional storage in Microsoft shared storage.
      Important:

      IU will be limiting its storage footprint in the Google platform.

      Although existing Google Shared Drives will continue to work normally for the time being, creation of new Google Shared Drives is now restricted to these scenarios:

      • As a transitional step to simplify the process of migrating institutional data from Google My Drive to Microsoft Teams
      • An option for departments that wish to pay for continued storage in Google

      For further details, see About changes to storage in Google at IU.

      Also, see:

    • For data that is not Restricted or Critical, UITS offers multiple options through the Cloud Storage Portal. For more about available services, see Store and share your individual files at IU.
    • To ensure the availability and security of institutional data, where practicable, use cloud storage solutions appropriate for the relevant data classification. When hard-copy material cannot be kept on campus, you must store those materials in a secure location that only you can access (for example, a locked storage cabinet within your home or remote location). Do not store sensitive data in cars or in public spaces where unauthorized individuals can view or access the information.
  • Videoconferencing: Use Zoom to connect remotely with an individual or a group. Zoom provides audio, video, and collaboration tools either via the web or through a standalone application on your computer or mobile phone.
    Note:

    Zoom at IU offers several features and options that can help you maintain the integrity of your Zoom meeting or webinar. For tips to help secure your Zoom meeting and also help prevent Zoombombing (where uninvited users enter your Zoom meeting and use the screen share feature to display inappropriate content), see Prevent Zoombombing using Zoom privacy and security features.

    Important:
    • You shouldn't record meetings that may involve critical data or FERPA protected information (for example, advising sessions or individual discussions with students regarding their education records, including grades). Meetings involving FERPA-protected student information and Protected Health Information (PHI) should not be stored on the Zoom cloud service or on Kaltura. If you have a requirement to record a meeting that will involve FERPA or critical institutional information, consult with the appropriate Data Steward on storage and retention requirements.
    • If you plan to use Zoom to host meetings that involve any type HIPAA-regulated personal health information (PHI), whether or not the meetings are recorded, you must use a Zoom Health account.
  • Collaboration: All students, faculty, and staff can use Microsoft Teams to collaborate in a common space; see Get started with Microsoft Teams at IU.

    UITS staff: To view all the content available to you here, use the green Log in button at the top of this page to log into the Knowledge Base.

Additional considerations for faculty or staff: If you need to use remote desktop, departmental servers or resources, UniCom, or other services used by your department, you may need to speak to your IT Pro for help replicating your workplace setup at home. If you don't know who your IT Pro is, contact your campus Support Center.

This is document home in the Knowledge Base.
Last modified on 2022-09-07 16:02:41.