new employee and annual updatenew employee and annual update
DESCRIPTION
COMMON IT SECURITY FACTSCOMMON IT SECURITY FACTS o Username & Password Protection o o Internet o PhysicalTRANSCRIPT
CAREERSOURCETECHNOLOGY
SYSTEMS OVERVIEW
NEW EMPLOYEE AND ANNUAL UPDATE
www.careersourcenorthflorida.com
CONTENTS o Common IT Security Facts
o Working on the CSNF Network
o Information Systems Provided by DEO and/or Other State Resources
COMMON IT SECURITY FACTS
o Username & Password Protection
o Email
o Internet
o Physical
User ID & Password Protectiono Computer systems recognize people or users by
usernames/ IDs.o A person’s settings, information/system access, etc. are
associated with the username. o Usernames generally are NOT case sensitive thus CSNF is
the same as csnf.o Passwords work in conjunction with usernames creating a
“combination lock”. Only those with the right username and password combination can access system information.
o Passwords generally ARE case sensitive thus csnf is NOT the same as CSNF and password complexity requirements vary between systems.
o Good passwords should consist of 8 or more alphanumeric characters and special characters such as ! @ $ etc.
o Do NOT share your password with others and do NOT write your password down, especially in an easily accessed area.
Emailo CSNF email is for work related use. All personal email should
go to your personal address.o Generally email is NOT a secure means of communication. o You should NOT put confidential information in email such as
social security numbers, credit card numbers, etc.o Be wary of all attachments, especially those from unknown
senders as they are often used to distribute computer viruses Never change the file extension as it can make a dormant virus active.
o Delete SPAM-do NOT click on links or respond to the these messages. This will make the SPAM worse and promote viruses.
o Never respond to emails requesting financial or credit card information even if it seems to be from a known business such as Citi Bank, Sun Trust, Chase. Banking institutions do not ask for personal or account information via email.
Internet
o Practice “safe surfing.”o Be careful visiting unknown sites as they may carry
viruses and/or spyware that can infect your computer without you knowing.
o Downloading programs from unsecured or unfamiliar sites puts your computer at risk for viruses.
o IM (instant messaging) applications can carry viruses and has become a popular method for spreading viruses.
o Do not enter personal information in unsecured sites -secure sites are preceded with https:// in the URL.
Cell Phoneso Cell Phones are for work use only.o No Personal Calls.o Text Messaging for work only.o The phone bill is audited.o We pay for every single call and minute separately –
please be mindful of budgetary concerns and keep calls to work purposes; use email as much as possible.
Physicalo Just like merchandise, information can be damaged and/
or stolen by someone onsite whether by someone expected to be in the office or a stranger.
o Do NOT leave private information such as name, passwords, social security numbers etc. in plain view. This includes information displayed on computer screens.
o Be aware of your surroundings and take note of any individuals who may not need to be in your area.
o Always log off or lock your computer by pressing ctrl + alt + delete when stepping away.
o Do NOT allow unfamiliar computers to plug into the network as it could infect the network with viruses or allow access to files.
o Be cautious opening files from unfamiliar CD’s and flash USB drives.
o Always contact the IT Dept. if you have questions.
WORKING ON THE CSNF NETWORK
o What is the CSNF Networko Computer Policyo Network Specificso Applications Providedo Email Systemo File Storage Locationso Printerso Copy and Faxo Problems
o CSNF – Career Source North Florida is the oversight board for Workforce Services providing administrative operations.
o Computer Network – interconnected group of computers, printers, and other devices that share resources.
o CSNF is the name given to our computer network.
o Working on the CSNF network gives you access to the Internet, email, printers, shared files, and other secure systems.
What is the CSNF Network
o The purpose of the CSNF Computer Usage Policy is to help ensure that CSNF network remains a private, safe, and secure business network for staff, clients, and computers.
o Your compliance with the policy is very important in keeping the integrity of computer systems and the information on them intact.
o Prior to accessing the CSNF Network all staff must read and sign the CSNF Computer and Internet Usage Policy. Annual updates are required.
Computer Usage Policy Overview
Computer Usage Policy OverviewNO...
o Unapproved software or hardware
o Pirating/copying of software
o Email chain letters
o Joke Emailso Improper Internet
siteso Personal chat siteso Jeopardizing
security
o Sharing passwords
o Offensive communications
o Intentional misuseo Emails for
personal gain o Sharing private
informationo Streaming music o Unapproved
streaming videos
o CSNF Network – The local network used to log onto your computer and give access to printers, files, email, Internet etc.
o Mainframe/ Sessions – Refers to a legacy system which is now only used for Unemployment Insurance (UI) and the DCF Florida system.
o CSNF Intranet – Web site that acts as a portal to other systems and provides a central information point for employees only.
o DEO Intranet – Different from the csnf Intranet described above, this site offers information for DEO employees throughout the state and provides information specific to DEO.
Common Terms
Username & PasswordUsername Password
RequirementsExpiration Lock Out
CSNF Last name first initialEx. doej
7 > Alphanumeric CharactersCannot repeat previous 3 passwords
Every 185 days
After 3 failed attemptsAuto Unlocks
EFM / OSST
Last name first initial(if taken add 6 at end)Ex. doej or doej6
7>Alphanumeric CharactersCannot be the same as the previous 1
Every 30 days and
After 3 failed attemptsAfter 60 days of inactivity
Main-frame
Provider staffXJ06(staff initials)XJ06JXDDEOU607,U603,U604(staff initials)
7>Alphanumeric CharactersCannot be the same as the previous 1
Every 30 days and
After 3 failed attemptsAfter 60 days of inactivity
EmployFL(may change)
Last name first initial(if taken add 6 at end)Ex. doej or doej6
7>Alphanumeric Characters
Never Never
Applications Provided
Internet ExplorerInternet Access
MS WordWord Processing
MS OutlookEmail
Trend MicroAntivirus
MS ExcelSpreadsheet
MS Power PointPresentations
Adobe ReaderPDF Files
Email System
All email addresses use the [email protected] scheme
example: [email protected]
Common Mailing Groups (Distribution Lists) – Allows easy sending to multiple users organized by functional groups
#C-Ctr Staff – All CareerSource Staff#BSR – Business Services Staff#DEO – State Staff
Email System3 Ways to Access Email
From Your Office ComputerOutlook Client
From any Computer on the NetworkIntranet-> Quick Access -> Internet Email
Out of the Office (at home etc.)webmail.careersourcenorthflorida.comUsername: full email addressPassword: your csnf network password
Email System
Blo
cke
d
Attachment Security Rules
Qua
rant
ine
d
msimspmstpcdregsctvbvbewscwsf
dllhlphtainfinsisplnkmdbmdemsc
zipadpbasbatchmcmdcomwshmdbmde
(allowed in but are queued in a restricted location must contact IT Dept.)
pifscrvbsexemp3mpegwav
(never enter mail system cannot retrieve)
Allo
wed
(Common business files & image files allowed)
docdocxxlsxlsxpptpptxpdfrtfjpeg
bmptxt
Email System
SPAM Nuisance
File & Document Storage
o My Documents – do not useo Default place to save fileso Located on your computer’s c: or hardo NOT backed up - in other words if the hard
drive fails (and they do) you lose your documents
o Never save anything to this folder or anywhere local on the PCo It cannot be retrieved in the event of a
system failure
o H:/ drive or home folder o Must select H:/ or G:/ when doing a save or save as o Located on a server in your officeo Backed up and copied to an offsite location nightly
Private Locations – Accessible only by you and Network Administrator
File & Document Storage
o Office Shares Folders (common-G:/)
o All staff can add folders/ documents-but please be conservative!
o G:\ location is the common folders accessible to everyone
o Can only delete / edit original documents you created
o Backed up and copied to an offsite location nightly
o Other Locations:o S:\ Scans driveo H:\Users folders
o Your own individual work folder
o No one else can access this folder
o Accessible from anywhere in the network
Shared Locations – Setup for information sharing read access for all staff and write access limited to designated staff
Questions
And Help
For any questions please [email protected] or call 850-386-8324 for assistance. Thanks!
Security Awareness Training Acknowledgement: http://bit.ly/itsec2015