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Technical · Chapter 10 · English

Chapter 10 — Keeping data secure

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Chapter 10 — Keeping data secure

Lesson map

Lesson 10 published. Map, example, EX037.

flowchart TD
  N0["Learning outcomes"]
  N1["10.1 Folders and permissions"]
  N2["10.2 Encryption"]
  N3["10.3 Sharing files"]
  N4["10.4 Clear desks and screens"]
  N0 --> N1 --> N2 --> N3 --> N4
  N4 --> EX["Worked example"]
  EX --> Q["Exercise EX037"]

Logical drawing

flowchart LR
  N0["Learning outcomes"]
  N1["10.1 Folders and permissions"]
  N2["10.2 Encryption"]
  N3["10.3 Sharing files"]
  N4["10.4 Clear desks and screens"]
  N0 --> N1 --> N2 --> N3 --> N4 --> Q["EX037"]

[Learning outcomes]
    |
    v
[10.1 Folders and permissions]
    |
    v
[10.2 Encryption]
    |
    v
[10.3 Sharing files]
    |
    v
[10.4 Clear desks and screens]
    |
    v
[Worked example] --> [Exercise EX037]

Learning outcomes

You will (1) protect data on devices and in folders; (2) use encryption where needed; (3) share files safely.

10.1 Folders and permissions

Chloe helps Mr. Doyle tidy Westfield's shared folders. She lists each folder with who needs access. Supplier invoices go to office staff only; rotas go to managers; marketing images go to everyone. Mr. Doyle changes permissions to match. Chloe checks afterwards by signing in with a test till account and confirming it cannot open the invoice folder. She learns to check that a change worked rather than assume it did. She records each folder, its new permissions and the date she tested them, so Mr. Doyle has a clear record if anyone asks.

10.2 Encryption

Encryption scrambles data so only someone with the key can read it. Chloe checks that Westfield laptops use full-disk encryption, so a stolen laptop does not expose data. Two older laptops are not encrypted. Mr. Doyle turns encryption on and stores the recovery keys safely. Chloe also checks that the online shop uses an encrypted connection, shown by the padlock in the browser. She learns that encryption protects data if a device is lost. She records which laptops are encrypted in the device list.

10.3 Sharing files

Staff sometimes need to send files to suppliers or accountants. Chloe finds that some use personal email or free file-sharing sites. She recommends using Westfield's approved sharing service with links that expire and require the recipient to sign in. She writes a short guide. Mr. Appiah explains that approved tools keep copies under the organisation's control and allow access to be removed later. Mr. Doyle sends the guide to all office staff with a short explanation, and asks them to stop using personal email for work files. Chloe offers to help anyone who finds the service difficult.

10.4 Clear desks and screens

Chloe notices papers with customer details left on office desks and screens left unlocked. She suggests a simple routine: lock screens when leaving the desk and put papers in a locked drawer at the end of the day. She helps set screens to lock automatically after a few minutes. Small routines like these reduce the chance of information being seen by visitors or customers. She checks the office again two weeks later and finds the desks clear and screens locked. The office manager says the routine takes only a minute at the end of each day.

Worked example

Chloe matches folder access to need and tests it, finds two unencrypted laptops, recommends an approved sharing service and promotes clear desks and screens.

Synthetic case. Examples are synthetic.

Errors and limits

Assuming a permission change worked without testing it can leave data exposed.

Exercises

Continue studying — lesson 10 (chapter 10 of 18)

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