Records Management

The University is subject to the Freedom of Information (Scotland) Act 2002 and this necessitates the proper and effective management of institutional records.

Guidance for staff on the management of information is included here, and further information on the Freedom of Information (Scotland) Act, including the University Publication Scheme, is available here.

For information on Records Management within the University, contact Policy, Planning & Governance: 01224 272016 or 01224 272093.

Data Handling Procedures

The University has drawn up a set of Ten Golden Rules to help remind staff of the importance of information security in every aspect of our daily work.

The University also has 42 Data Handling Advisers across the institution who have received specialist training on the subject. The Advisers can assist with any queries where potential data handling issues arise.

The Data Handling Advisers are listed here.

Secure IT – it's your responsibility

1. We are ALL responsible for IT Security.

2. Passwords. Make them strong; keep them safe; never share them; and change them regularly.

· See our password rules here.

. NEVER reveal your username and password combination – to anyone.

· Not even the Service Desk will ask you to reveal your password.

4. Always lock your PC – or log off completely – whenever you leave it unattended for even a short period of time.

· It only takes a second or two for someone to access your files.

5. Always protect your user identity, at work and at home.

· Don't share access to your PC with strangers.

· Don't store sensitive personal information, such as bank account numbers, on your PC.

6. Ensure your sensitive data is safe and suitably encrypted when mobile.

· If using a USB stick to transport sensitive data, make it a SafeStick.

7. Always use electronic communication with care.

· Don't open e-mails or attachments from unknown sources

8. Use anti-virus software and keep it up to date.

· Ensure your PC is protected from viruses and malware by running anti-virus software such as Sophos.

9. Be cautious when using the internet.

· Never download files from an unknown source.

10. Never cause offence or break the law when using University IT facilities.

· See our Conditions for using IT Facilities, and guidelines on E-mail Etiquette and E-Copyright.

For help, advice, and to report ALL IT incidents, contact DIT on: servicedesk@abdn.ac.ukor x3636.