👋 Introduction
Whilst most TRE Users have their own unique log in and TRE workspace, to complete their project data analyses, as of 2024, we have introduced a ‘view-only’ option for becoming a TRE User. View-only users have approvals in place to see the project data solely through screen sharing online or in person, with a standard userTRE User. View-only Users will not have dedicated TRE accounts for login (i.e. do not have their own workspaces), and interactions with the data by sharing login details with other Users are strictly prohibited. We expect both types of users to uphold best practices to ensure the security and confidentiality of the sensitive data.
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\uD83D\uDCD8 Objective
This article provides Trusted Research Environment (TRE) users TRE Users with guidelines and best practices to safely conduct screen sharing sessions using Microsoft Teams. Teams is the approved video conferencing platform of the University of Dundee, whilst we appreciate our Users may use alternative software, our guidance sits within the University of Dundee’s recommendations.
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Safe People: whether TRE Users are standard or view-only, all Users are expected to have the same responsibilities. Only approved Users should be in meetings that will include screen sharing, and secure, encrypted connections should be used. This ensures secure access and compliance with upholding the security and confidentiality of HIC data and the TRE (TRE UA clause 1.4.4). More generally, all Users are expected to comply with applicable laws such as the Data Protection Act 2018 (TRE UA clause 7.2.1). TRE UA 1.4. 4, 7.2.1
Safe People, Safe Setting, Safe Data:You are responsible for ensuring that the data is not read, viewed, or handled by anyone not named in the relevant approvals. When screen sharing, there must be no recordings or transcriptions of sessions to prevent data leakage (TRE UA clause 2.1.1). During screen sharing meetings (or at any time), you must not leave your screen unattended (TRE UA clause 3.1.4) or disclose/share the data with people not named on the relevant approvals (TRE UA clause 3.2.2).
Safe Data: you cannot work on the TRE in a public place, i.e. anywhere where anyone not named in the relevant approvals may be present. You must be in a secure environment when participating in screen sharing (TRE UA clause 5.1.6). For example, if you are in a public place such as a library, you should be located in a booth where no one can look over your shoulder.
Safe Outputs: Users are prohibited to take screenshots or use screen capture tools whilst working in the TRE. There is no movement of data in or out of the TRE without the approval of HIC disclosure control processes (TRE UA clause 5.2.1).
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For queries or comments regarding HIC How To Articles contact, HICSupport@dundee.ac.uk
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