To protect our devices and data, as well as to ensure optimal performance and longevity, please follow these essential guidelines. Following these will help you work securely and keep your computer performing at its best.

General Best Practices for All Users

1. Log Out or Shut Down When Not in Use

• Security Risk: Leaving your computer on and logged in, even when idle, poses a security risk, as anyone can access open applications or sensitive data.
• Best Practice: Log out or shut down at the end of the day or whenever you’re stepping away for an extended period. If you can’t shut down, at least lock your screen when away from your desk.

2. Restart Weekly for Updates and Performance

• Why It's Important: Restarting clears temporary files, allows pending updates to apply, and refreshes the system’s memory. Both Windows and antivirus software often require restarts to install security patches effectively.
• Best Practice: Restart your computer at least once a week to ensure updates are fully applied and your device runs smoothly. Schedule your restarts at the end of your workday, so you’re not interrupted during work hours.

3. Limit Constant Charging of Laptops

• Battery Longevity: Keeping your laptop plugged in at all times shortens the battery life over time. Batteries are designed to go through cycles of discharging and recharging.
• Best Practice: Allow your battery to discharge to about 20-30% before plugging it back in. Avoid leaving it plugged in overnight.

Security-Enhanced Practices

4. Install Only IT-Approved Software

• Security Risk: Installing unapproved software introduces the risk of malware, data loss, or security breaches.
• Best Practice: Do not install any software, extensions, or tools without consulting IT Support. They can verify the software’s legitimacy and ensure it’s compatible with company security policies. For any specific needs, submit a request through the IT Helpdesk.

5. Keep All Software and Apps Up to Date

• Why It’s Important: Software updates often contain patches for newly discovered vulnerabilities. Outdated apps are common targets for cyberattacks.
• Best Practice: Enable automatic updates for all installed applications wherever possible. IT will also assist with updating essential software—contact support if you notice any app requiring updates that you can’t apply.

6. Use Only Authorized Cloud Storage and File Sharing Services

• Security Risk: Using unauthorized cloud storage services (such as personal Google Drive or Dropbox) may expose company data to unregulated environments, increasing the risk of data leakage or breaches.
• Best Practice: Only use approved cloud storage and file-sharing services to store or share company data. If you need a specific tool or service for a project, consult IT Support to discuss approved options.

7. Be Cautious with Email Links and Attachments

• Security Risk: Phishing attacks often involve fake emails with malicious links or attachments. Clicking or downloading these can compromise your system and expose company data.
• Best Practice: Before clicking on any link or opening an attachment in an email, verify the sender’s email address and be cautious if the message is unexpected or contains urgent language. Report suspicious emails to IT Support immediately.

8. Avoid Using Public Wi-Fi for Company Work

• Security Risk: Public Wi-Fi networks are unsecured and make it easier for cybercriminals to intercept sensitive information.
• Best Practice: When working remotely, use a secure, private Wi-Fi network or a company-provided VPN connection. If you need help with secure remote access, contact IT Support.

9. Enable Multi-Factor Authentication (MFA)

• Why It’s Important: MFA adds an extra layer of security by requiring you to verify your identity with a second factor, like a mobile device, making unauthorized access more difficult.
• Best Practice: Enable MFA on any accounts that offer it, especially company email and cloud services. IT can assist in setting up MFA on your accounts if needed.

Daily Maintenance and System Hygiene

10. Close Unused Applications and Browser Tabs

• Performance and Security: Running multiple applications and tabs consumes system resources and can leave sensitive information open and exposed.
• Best Practice: Close applications and browser tabs when you’re done with them. Bookmark frequently visited sites for easier access rather than keeping tabs open.

11. Avoid Using Personal Devices for Company Work

• Security Risk: Personal devices may not have the same level of security as company-managed devices, increasing the risk of data exposure or unauthorized access.
• Best Practice: Use only company-issued devices to access company resources. If you need to access company information from a personal device, contact IT to discuss secure options.

12. Physical Protection and Cooling

• Why It’s Important: Overheating damages internal components and may lead to performance issues or data loss. Dust buildup can clog vents, reducing cooling efficiency.
• Best Practice: Use laptops on flat, hard surfaces to ensure proper ventilation, and clean vents periodically to prevent dust buildup. Avoid placing devices on soft surfaces, like beds or couches, that can obstruct airflow.

Summary

By following these best practices, we can keep our equipment secure, efficient, and long-lasting. For questions, support, or requests for software approvals, reach out to IT Support. Your commitment to these practices is essential in maintaining a secure and efficient working environment! Thank you for helping us protect our systems and data.