Information Security Policy

1. Introduction

1.1 Oxford Brookes University recognises that information and the associated processes, systems and networks are valuable assets and that the management of personal data has important implications for individuals. Through its security policies, procedures and structures, the University will facilitate the secure and uninterrupted flow of information, both within the University and in external communications. The University believes that security is an integral part of the information sharing which is essential to academic and corporate endeavour and the policies outlined below are intended to support information security measures throughout the University.

1.2 This policy is based on recommendations contained in British Standard 7799 - A Code of Practice for Information Security Management.

2. Definition

2.1 For the purposes of this document, information security is defined as the preservation of: confidentiality: protecting information from unauthorised access and disclosure; integrity: safeguarding the accuracy and completeness of information and processing methods; and availability: ensuring that information and associated services are available to authorised users when required.

2.2 Information exists in many forms. It may be printed or written on paper, stored electronically, transmitted by post or using electronic means, shown on films, or spoken in conversation. Appropriate protection is required for all forms of information to ensure business continuity and to avoid breaches of the law and statutory, regulatory or contractual obligations

3. Protection of Personal Data

The University holds and processes information about employees, students, and other data subjects for academic, administrative and commercial purposes. When handling such information, the University, and all staff or others who process or use any personal information, must comply with the Data Protection Principles which are set out in the Data Protection Act 1998 (the 1998 Act). Responsibilities under the 1998 Act are set out in the Data Protection Policy.

4. Information Security Responsibilities

4.1 The University believes that information security is the responsibility of all students and members of staff. Every person handling information or using University information systems is expected to observe the information security policies and procedures, both during and, where appropriate, after his or her time at the University.

4.2 This Policy is the responsibility of the Academic Board; supervision of the Policy will be undertaken by the Senior Management Team. This policy may be supplemented by more detailed interpretation for specific sites, systems and services (see relevant policies and regulations). Implementation of information security policy is managed through the Information Compliance Officer and other designated personnel with security responsibilities in specified areas of the University.

5. Information Security Education and Training

The University recognises the need for all staff, students and other users of University systems to be  aware of information security threats and concerns, and to be equipped to support University security policy in the course of their normal work. The Information Security Officer shall implement a training programme for each class of users and, at the behest of the University's Schools and Directorates, shall provide information and further training in information security matters to answer particular requirements.

6. Compliance with Legal and Contractual Requirements

6.1 Authorised Use University IT facilities must only be used for authorised purposes. The University may from time to time monitor or investigate usage of IT facilities and any person found using IT  facilities or systems for unauthorised purposes, or without authorised access, may be subject to disciplinary, and where appropriate, legal proceedings.

6.2 Monitoring of Operational Logs The University shall only permit the inspection and monitoring of operational logs by computer operations personnel and system administrators. Disclosure of information from such logs, to officers of the law or to support disciplinary proceedings, shall only occur (i) when required by and consistent with law; (ii) when there is reason to believe that a violation of law or of a University policy has taken place; or (iii) when there are compelling circumstances.

6.3 Access to University Records In general, the privacy of users' files will be respected but the University reserves the right to examine systems, directories, files and their contents, to ensure compliance with the law and with University policies and regulations, and to determine which records are essential for the University to function administratively or to meet its teaching obligations. Except in emergency circumstances, authorisation for access must be obtained from the Director of Learning Resources or her nominee, and shall be limited to the least perusal of contents and the least action necessary to resolve the situation

6.4 Protection of Software To ensure that all software and licensed products used within the University comply with the Copyright, Designs and Patents Act 1988 and subsequent Acts (see appendix), the University will carry out checks from time to time to ensure that only authorised products are being used, and will keep a record of the results of those audits. Unauthorised copying of software or use of unauthorised products by staff or students may be grounds for disciplinary, and where appropriate, legal proceedings. 

6.5 Virus Control The University will maintain detection and prevention controls to protect against malicious software and unauthorised external access to networks and systems. All users of University computers, including laptops, shall comply with best practice, as defined by Learning Resources from time to time in order to ensure that up-to-date virus protection is maintained on their machines

7. Retention and Disposal of Information

7.1 All staff have a responsibility to consider security when disposing of information in the course of their work. Schools and Directorates should establish procedures appropriate to the information held and processed by them, and ensure that all staff are aware of those procedures. Retention periods for some kinds of personal information are listed in the Personal Information Disposal and Retention Guidelines.

8. Reporting

8.1 All staff, students and other users should report immediately by email to info.sec@brookes.ac.uk or by telephone to the Computer Help Desk, any observed or suspected security incidents where a breach of the University's security policies has occurred, any security weaknesses in, or threats to, systems or services.

8.2. Software malfunctions should be reported to the IT support officer in the relevant School or Directorate. 

9. Business Continuity

The University will implement, and regularly update, a business continuity management process to counteract interruptions to normal University activity and to protect critical processes from the effects of failures or damage to vital services or facilities.

 

Approved by the Academic Board
May 2001