Regular “digital spring cleaning” helps protect personal information and Drake systems by reducing risk, improving device security, and reinforcing good technology habits. This article outlines simple steps the Drake community can take to strengthen everyday digital security.
Overview
Good information security is built on everyday actions. Over time, unused files, outdated software, and old settings can create unnecessary risk – even if nothing appears to be “wrong.”
As part of our spring cleaning security awareness efforts, the steps below outline simple actions that help reduce risk and support the security of University systems and data. These practices are beneficial year‑round and can also help reduce unnecessary storage use on both University systems and individual devices.
1. Review and Remove Unneeded Files
Keeping unnecessary or outdated files increases the risk of exposing sensitive information. Removing unneeded files can also help maintain your computer's available disk space, which supports system updates and can help devices continue to run reliably.
To reduce risk:
- Delete files you no longer need, especially those containing personal or institutional data.
- Organize remaining files so sensitive information is easier to identify and manage.
- Review content stored in OneDrive and Microsoft Teams, including files in team channels, and remove files that are no longer relevant.
Because files in Teams may be used by others, coordinate file reviews and cleanup with collaborators before removing shared content. If files are shared with others, confirm that access is still appropriate and remove sharing when it's no longer needed.
The ITS Infrastructure team can assist with storage reviews and sharing or collaboration best practices if needed.
2. Clean Up Email and Calendar Content
Email remains one of the most common vectors for security threats.
You can improve security by:
- Deleting or archiving old emails you no longer need, especially messages that contain sensitive information.
- Unsubscribing from mailing lists that are no longer relevant.
- Reviewing the "Junk Email" and "Deleted Items" folders and permanently deleting messages you do not need to keep.
- Reviewing recurring calendar invites to ensure they're legitimate and current.
Reducing inbox clutter also makes it easier to spot suspicious messages. Deleting unneeded messages also helps free up space in email accounts and on University systems.
3. Update and Restart Devices
Outdated software is a common security risk.
- Install operating system and application updates when prompted.
- Restart devices regularly to ensure updates are fully applied.
Updates often include critical security patches that protect against known vulnerabilities.
4. Remove Unused Applications and Browser Extensions
Unused software and browser extensions can introduce security risks.
Take time to:
- Uninstall applications you no longer use.
- Remove browser extensions you don't recognize or need.
Keeping only trusted, necessary software helps reduce exposure to potential threats.
5. Refresh Password and Account Practices
Strong authentication habits are a key part of information security.
- Use strong, unique passwords for Drake and personal accounts.
- Avoid reusing passwords across multiple services.
- Be cautious of messages requesting login credentials or personal information.
If something seems suspicious, don't respond – verify first.
6. Stay Alert for Phishing and Social Engineering
Attackers often rely on urgency or familiarity to trick users.
- Be cautious with unexpected emails, texts, or calls.
- Avoid clicking links or opening attachments you weren't expecting.
- Report suspected phishing messages using established ITS processes.
Awareness is one of the most effective security tools available.
Need Help?
If you have questions about digital security or believe you may have encountered a security issue, contact us for assistance.