​

Most of the data incidents and breaches that take place at the University are caused by emails being sent to incorrect recipients.

You can help avoid this by taking a few seconds to hover your cursor over all the email addresses in the ‘To’ field of any email containing confidential or personal data to ensure they are all your intended recipients.

Of course, this isn’t the only way email incidents/breaches occur – check your attachments are correct/protected too. Taking a few seconds to do this saves a lot of time and stress for both yourself, those whose personal data you are processing, the Governance team and Informaiton Services colleagues. We are happy to help if something does go wrong, but prevention is better than cure!

You can also:

• Use the email Address Book rather than the autofill function
• Encrypt any email/attachment containing personal data
• Use Sharepoint if sharing personal data internally

For more info, see the Governance pages and Information Services pages on the staff intranet.

With most of us working from home right now, you’ll find guidance for disposing of confidential waste here.

Finally, all colleagues will be re-enrolled on the data protection e-learning course next week. It only takes 30 minutes to complete, but is a legislative requirement and vital to show that the University is complying with the law. The enrolment login will be provided in an email from ‘Edinburgh Napier University - E-Learning noreply@o-las.net’.

If you have any queries regarding any of the above, contact the Governance team.