Best Practice Reminders
DO keep computer sign-on codes and passwords secret, and DO NOT allow unauthorized
persons access to your computer. Also, use locked screensavers for added privacy.
DO keep notes, files, memory sticks, and computers in a secure place, and be careful NOT to
leave them in open areas outside your workplace, such as a library, cafeteria, or airport.
DO NOT place PHI or PII on a mobile device without required approval. DO use encryption
when sending or storing PHI or PII on mobile devices, including “thumb” or “flash” drives.
DO hold discussions of PHI in private areas and for job-related reasons only. Also, be aware of
places where others might overhear conversations, such as in reception areas.
DO make certain when mailing documents that no sensitive information is shown on postcards or
through envelope windows, and that envelopes are closed securely.
DO NOT use unsealed campus mail envelopes when sending sensitive information to another
DO follow procedures for the proper disposal of sensitive information, such as shredding
documents or using locked recycling drop boxes.
When sending an e-mail, DO NOT include PHI or other sensitive information such as Social
Security numbers, unless you have the proper written approval to store the information and use