DTS Telework Guide

In an effort to practice social distancing in response to COVID-19, State of Utah employees have been asked to work remotely if possible.  This page presents a few simple tips to help you succeed at working from home. 

Each of the following tips focuses on security. Your state-issued devices should already have these security measures installed. Be sure to follow these tips to protect your personal devices and home network as you work remotely.

#1 Use a virtual private network (VPN). 

Use a VPN when accessing critical applications on the state infrastructure. The state-issued Global Protect is accessible from your desktop. For personal devices, you can find more information and specific VPN instructions here: https://dts.utah.gov/product/remote-access-vpn-virtual-private-network.

#2 Use strong passwords. 

You should always use STRONG passwords for all your personal and professional accounts. Refer to the Enterprise Password Policy here for more information on strong passwords: https://dts.utah.gov/policies/enterprise-password-standards-policy

#3 Use a current browser. 

Make sure that you’re using a modern browser and that all needed updates have been completed. Two browsers that work well with Google GSuite are Chrome and Safari. Check out the following links for more information on updates for each browser:

• How to update Google Chrome:  https://support.google.com/chrome/answer/95414?co=GENIE.Platform%3DDesktop&hl=en
• (For Safari, updates are included with MacOS updates.)

#4 Use a modern, up-to-date antivirus (AV) software solution. 

If you are using a state-issued computer, DTS manages the Comodo AV solution for you. Contact the DTS Help Desk if you identify that your device is not receiving Comodo AV updates. 

If you are using a personal computer, DTS recommends using the free version of Comodo at https://www.comodo.com/home/internet-security/antivirus.php. This free service is not supported by DTS.

#5 Use DTS-recommended tools for collaboration and web sessions. 

DTS has various tools available for state agencies to collaborate on documents and host web sessions with internal and external personnel, including state, federal, and private sector partners

Collaboration Tools

• Network Drives (File Shares)

• • • If you are using VPN, your network drives are still accessible while you telework, and coworkers will be able to access any files you save there.

• Google Drive (My Drive)

• • • With Google Drive, you can: 
      • upload content, 
      • share files or folders, and 
      • edit files with collaborators in real time.
    • Version control is managed automatically in Google Drive files. Each change is recorded and color coded by collaborator.
    • Each employee owns and manages the files and folders in the employee’s individual Google Drive (i.e., the employee’s “My Drive”).

• Google Drive (Shared Drive [i.e., Google Team Drives])

• • With Google Drive Shared Drives, you can: 
    • upload content,
    • share files, and 
    • edit files with collaborators in real time.
  • Version control is managed automatically in Google Shared Drive files. Each change is recorded and color coded by collaborator.
  • Files and folders are owned and managed by each Shared Drive team. If an individual leaves a Shared Drive, the files and folders in the drive still remain available to the drive’s other collaborators/team members.

Web Session Tools 

• Google Meet (Internal and External)

• • • With Google Meet, you can schedule a video meeting in your Google Calendar and start the meeting from your browser (https://meet.google.com). For more information about the latest Google Meet features, check out the Top New Features in Google Meet video on the DTS YouTube channel.
      

• Google Meet Live Stream (Internal Only)

• • • With Google Meet Live Stream, you can stream Google Meet events live to large groups.

• YouTube (Internal and External)

• • With YouTube, you can stream video live to large groups using a webcam.
  • You can also use YouTube to share recorded content from web sessions.

Helpdesk Support

For assistance with any of the topics discussed in this guide, contact the DTS Help Desk by going to dts.utah.gov and clicking Get Help.

Other Resources

• Don’t let the name fool you: “Have I Been Pwned” (https://haveibeenpwned.com/) is a very useful website for: 
  • checking to see whether your email addresses have been exposed in a data breach(s), and
  • testing your passwords to see whether they are strong AND part of previously exposed or known password dictionaries. 
• The National Institute of Standards and Technology (NIST) has provided several resources to help employees successfully work from home. The Telework Cybersecurity page, from the Information Technology Laboratory (ITL) Computer Security Resource Center, provides links to information on teleworking, mobile device security, security configurations and checklists, and transport layer security. The page includes the following resources:
  • (ITL) Bulletin: Security for Enterprise Telework, Remote Access, and Bring Your Own Device (BYOD) Solutions: “This bulletin summarizes highlights from NIST Special Publication 800-46 Revision 2, Guide to Enterprise Telework, Remote Access, and Bring Your Own Device (BYOD) Security, which helps organizations protect their IT systems and information from the security risks that accompany the use of telework and remote access technologies.”
  • “Preventing Eavesdropping and Protecting Privacy on Virtual Meetings” article, Cybersecurity Insights NIST Blog: This article discusses how employees can ensure that meetings are secure and “not the genesis of a data breach or other embarrassing and costly security or privacy incident.”
    • This article also features a helpful conference call security graphic. 

“Telework Security Overview & Tip Guide” graphic: This graphic is a helpful visual to remember suggested tips for teleworking.