Data & Device Protection

Saving your work

Your home-drive is located on the University filestore and is backed up on a regular basis. This makes it possible for you to recover your work, from the previous ten days, if any of your files are accidentally damaged or lost.


  • Save all work to the University filestore.

Data disposal

If your work is commercially sensitive, or contains other peoples personal information, it will need to be disposed of securely.


  • It is possible to recover electronic information stored on a computing device unless you use secure deletion software. We can advise on suitable secure deletion options.
  • To dispose of confidential paper records, either shred them or deposit them in a confidential waste bin.

Office security

Take steps to prevent the loss and theft of data and devices in your work area.


  • Do not let unauthorised people follow you through a locked door if they do not have a Newcastle University Smartcard or visitors pass.
  • Minimise the amount of confidential printed information you keep on your desk.
  • Immediately collect all confidential print jobs and faxes. Do not leave confidential information on a photocopier or fax machine unattended.
  • Keep all mobile computing devices, mobile storage devices, and other valuable items in a secure cabinet or drawer if they are not in use.
  • Store your confidential printed information in a locked drawer or filing cabinet at the end of each day.
  • Do not leave an unattended filing cabinet unlocked.
  • Make sure all doors and windows are securely closed if you are the last person to leave your work area.

Mobile working

If you are working in a non-secure area (such as a coffee shop, public park or train), take steps to prevent the loss, theft and damage of your valuable items (including your mobile computing devices and portable storage devices).


  • Try to be discrete when carrying high value items.
  • Do not leave high value items unattended in a public space or motor vehicle.
  • Position your devices so that people cannot see what is displayed on your screen.
  • Do not let people see you type your password.
  • If possible, access your work remotely (e.g. via Office365), instead of saving your work to a portable computing or storage device.
  • If you need to save your work to a portable computing or storage device, then make sure your work is encrypted.
  • Before you encrypt your work, back it up to the University filestore. This will ensure your work can be recovered if it is damaged, lost or stolen.
  • Before you leave, check that you have all your personal belongings.