Protecting your equipment and data

It is essential to update your hardware and software (operating system, browser, applications, antivirus software, etc.) on a regular basis. Out-of-date systems create vulnerabilities that attackers can exploit to gain access and cause serious damage. These updates must be applied to all connected devices: computers, smartphones, tablets, smartwatches, etc.

• If you are part of the Sciences Po working community and have a computer provided and maintained by Sciences Po’s Information Systems Department (DSI), software updates are automatic. Please ensure you restart your computer if the update requires it.
• If you are a member of staff or a student and you connect to the Sciences Po network using your own device (BYOD = Bring Your Own Device), you must carry out the updates on your own equipment.

In all cases, please ensure that your equipment is up to date.

Viruses are malicious programmes designed to disrupt the normal functioning of equipment or damage data. Antivirus software is a security measure that helps to enhance the level of protection for your equipment by identifying, neutralising, or even removing viruses.

• If you are part of the Sciences Po working community and have a computer provided and maintained by Sciences Po’s IT Department, it will have anti-virus software installed.
• If you are a member of staff or a student and access the Sciences Po network using your own device (BYOD), you must ensure that your device is protected by anti-virus software or an equivalent solution.

If your computer is lost or stolen, it will be too late to ask whether it was encrypted or not. Encrypting the hard drive prevents unauthorised persons from accessing the data stored on it. This is a safeguard that is becoming increasingly difficult to do without, given our increasingly mobile lifestyles.

Furthermore, if personal data is present on the hard drive and it is not encrypted, it must be assumed that this data has been lost and disclosed. You will therefore need to notify the relevant individuals in accordance with the General Data Protection Regulation (for further information, see GDPR & data protection).

• If you are part of the Sciences Po working community and have a computer (laptop or otherwise) provided and maintained by Sciences Po, it is automatically encrypted if it was issued to you after 1 January 2019.
• If you are a member of staff or a student and have your own computer, ensure that your hard drive is encrypted. Use BitLocker for Windows and FileVault for macOS. Follow the manufacturers’ instructions.

As soon as you step away from your computer, you must lock your session to prevent others from viewing or accessing your computer. As a side note, in the IT departments of some companies, it is customary for anyone who fails to lock their workstation to treat the whole department to croissants.

• If you are part of the Sciences Po working community and have a computer provided and maintained by Sciences Po, it is equipped with an automatic session lock-out feature should the workstation remain unused for a few minutes.
• If you are a lecturer or student and have your own computer, ensure that a session prompt is set up.

Similarly, set up a passcode on your smartphone (or tablet). Avoid overly simple number sequences such as 1234 or 0000. Set up a passcode that is unique to you and difficult to guess.

USB sticks and other storage devices can be potential carriers of malware or viruses.

Only connect USB sticks that you recognise to your devices.

Encrypt the contents of your storage devices to prevent data leaks in the event of loss or theft.

Some data is more sensitive than others. It is essential to know how to use encryption tools to protect your data from unauthorised access, whether on your computer, on an online storage service, or when transferring data.

Among the tools recommended by the CNIL, Sciences Po particularly recommends 7-zip, which is installed on workstations.

• If you are part of the Sciences Po working community and have a computer provided and maintained by Sciences Po, it is equipped with the 7-zip software.
• If you are a member of staff or a student and have your own computer, simply download 7-zip in the Windows version or the Mac version.

Find out more about using 7-zip.

Sciences Po provides a comprehensive suite of digital services. Only these services are supported by Sciences Po’s departments (Information Systems Department, Institute for Skills and Innovation, helpdesk).

Downloading additional applications poses a risk to your data, your workstation and Sciences Po’s information systems. We ask that you exercise the utmost caution.

Most train stations, airports, hotels, restaurants, cafés and shopping centres offer free Wi-Fi access. By their very nature, public Wi-Fi networks are not secure. Any device can connect to them.

Furthermore, some connections can be spoofed, for example by deliberately using a name similar to that of the Wi-Fi network at the venue offering the free Wi-Fi service. You should therefore avoid public Wi-Fi networks and opt for secure private Wi-Fi networks (indicated by a padlock icon).

If public Wi-Fi is your only option, switch your smartphone to 4G and use your mobile network provider’s network.

Some applications do not log out automatically when you close your browser. This is particularly the case with Google Gmail and Google Drive when you are using the Google Chrome browser.

It is therefore essential to make it a habit to always log out of your accounts before closing your browser.

Moreover, whenever you use a computer or any device that is not your own, this rule becomes imperative, as does the rule of never saving passwords in the browser. For added security, you can also use “Private Browsing” mode. In this case, your browsing history will not be recorded, and the next user will not know which websites you have visited.