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Objective
This article provides Trusted Research Environment (TRE) users with guidelines and best practices to safely conduct screen sharing sessions using Microsoft Teams. It outlines potential risks and the necessary steps to mitigate them, ensuring the security and confidentiality of sensitive data.
Why Screen Sharing Security Matters
Screen sharing is a valuable tool for collaboration within TREs, allowing users to discuss data and analysis in real-time. However, it also introduces risks such as unauthorised access, data leakage, and breaches, particularly when users are in insecure environments or high-risk jurisdictions. This guide helps users understand these risks and outlines steps to mitigate them.
Role and Responsibilities
Role | Responsibility |
|---|---|
TRE Users | Ensure he security and confidentiality of sensitive data during screen sharing sessions. This includes verifying that all participants are authorised, using secure connections, avoiding unauthorised recording or screen capturing, and ensuring they are in a secure environment, particularly when located in a public place or traveling through high-risk countries. |
Add in Risk Table Once Approved
User Responsibilities Under the TRE User Agreement
All TRE users are bound by the TRE User Agreement, which outlines their responsibilities to maintain data security during screen sharing sessions. Key obligations include:
Secure Access: Ensuring that only approved individuals participate in meetings and that secure, encrypted connections are used.
No Unauthorised Recordings: Users must not record or create transcripts of sessions to prevent data leakage.
Screen Capture Prohibition: Users must not take screenshots or using screen capture tools during sessions.
Secure Environment: Users must be in a secure environment when participating in screen sharing, especially if located in a public place or traveling through high risk countries.
Best Practices for Secure Screen Sharing
Preparation:
Verify that all participants are approved TRE users.
Close all non-essential applications and documents before the session begins.
Use application-specific sharing rather than full-screen sharing.
During the Session:
Ensure recording and transcription features are stopped/disabled.
Monitor the session for any unauthorised activities, such as screen capturing.
Keep discussions focused on the approved scope of the data.
Post-Session:
Review the session to ensure no breaches occurred.
Follow up with participants to reinforce best practices.
Report any potential security breaches to hicsupport@dundee.ac.uk