Another tip in a series provided by the Offices of Information Security, Information Systems & Computing and Audit, Compliance & Privacy

As the academic year ends, it’s a great time for faculty and staff to take a few proactive steps to protect University of Pennsylvania data, systems, and devices. Transitions—travel, time away from campus, staff changes, or reduced onsite presence—can increase the risk of data loss or unauthorized access if systems are left unsecured.

Start by reviewing where your data lives. Ensure that University data is stored in approved locations such as secure network drives, OneDrive, PennBox, or other Penn-supported services—not solely on local desktops, laptops, or external USB drives. Remove sensitive files (student records, research data, HR or financial information) from personal devices whenever possible.

Next, lock down your accounts. Confirm that your PennKey password is strong, unique, and not reused on non-Penn services. Verify that TwoStep Verification (Duo) is working on your primary and backup devices, so you’re not locked out while traveling. 

Log out of applications and browsers on shared or lab computers, and never share accounts. Use the University VPN to access Penn systems from off campus. 

Before extended time away, update your devices. Install pending operating system, browser, and application updates on University-owned and personal computers used for work. These updates often include critical security patches.

Physical security matters too. Shut down or fully lock your computer when not in use. Secure laptops, tablets, and external drives in locked offices or cabinets, especially in shared spaces. If you’re traveling, keep devices with you—not in checked bags—and be cautious on public WiFi.

Finally, set up an out-of-office message and identify who can access essential files or systems if needed—without sharing passwords. If a device is lost, stolen, or compromised, report it immediately.

Penn Global Departure Checklist at https://global.upenn.edu/gss/travel-guidance/pre-departure/pre-departure-checklist/.

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For additional tips, see the One Step Ahead link on the Information Security website: https://isc.upenn.edu/security/news-alerts%23One-Step-Ahead.