Privacy & Security Update: October 1, 2021

Hi All CPS Staff,

Happy Friday to you all. This week's update will focus on the use of personal devices. Nearly all CPS staff have access to a CPS mobile device. It is always preferred that staff use a CPS device when conducting school business, but we all occasionally have a need to use a personal laptop, computer or smartphone to conduct school business.

All CPS issued mobile devices (laptops, chromebooks smartphones) are remotely managed and secure. In the event that a device is lost or stolen CPS can remotely wipe any data if needed. This is not true of personal devices. The primary goal is to never download to or store sensitive data on personal devices. This data is then no longer protected and secured by CPS. The majority, if not all, of our daily work now resides in cloud based systems that are accessed through encrypted web browser connections; ASPEN, Google Drive, Classroom, Gmail, Other classroom web based apps etc. Simply viewing the data on a Chromebook or Laptop/Desktop through a secure browser does not pose a security risk. Data should never be downloaded from any of these applications to a personal device. Nor should sensitive data ever be stored on a removable drive.

Smartphones are a part of everyday life now., The line between work and personal use is completely blurred. In order to ensure that CPS data that may be accessed via a personal smartphone is protected we employ the "Google Mobile Device Management" tool. This allows CPS to remove a CPS managed application from a personal device in the event it is lost or stolen. Applications like Gmail, Google Drive, School Cam and a few other CPS tools are made available in a secure way to be used on personal devices.

School Cam, is a CPS application specifically intended to be used when CPS staff are taking photographs of student work or other sensitive content that needs to be protected (students must have a signed media release before a photo may be taken). School Cam will automatically upload the photos to your CPS Google Drive and delete the photo from your personal device.

Please, always keep in mind the security of sensitive data when using any non-CPS device. As always, please reach out with any questions.

Have a great weekend!
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