The Chinook's Edge School Division has put a new information security management system in place, a move officials say protects students, teachers and others making use of digital technology in schools.
The AP 1-29 procedure outlines security management for everyone using the division's information systems, including employees, contractors, partner organizations, volunteers, trustees, students and parents.
The procedure defines information as data stored in the division's digital network.
The new procedure brings together a variety of procedures formerly in place, and updates the entire system in the process, says Ray Hoppins, the Chinook's Edge associate superintendent for systems services.
“It basically highlights and creates an awareness for all of us when we are dealing with information,” said Hoppins.
“A lot of the components were already in place but we hadn't formalized it in an administration procedure. One of the nice things about admin procedures and policies is that when you put them in it just highlights how important it is and ensures that it will always be that way.
“It doesn't depend on when new people come and people leave. It essentially makes sure that it (security) is always going to be in place.”
Procedures under the new information security management system include the following:
• The superintendent or designate ensures that all employees are made aware of the need for security to a level commensurate with their roles (and) ensures that applicable information security management procedures and guidelines are accessible to all users and that users are made aware of changes.
• The superintendent or designate may access usage history and monitor use of information systems including but not limited to email and Internet, if he or she deems those actions are necessary to carry out his or her duties outlined in the procedure.
• The superintendent or designate can assess risks to the division's information systems and manage those risks in accordance with the government of Alberta School Technology Framework.
• The superintendent or designate can monitor all division employees to ensure they adhere to legislation pertaining to information storage and processing including, but not limited to, the Alberta Freedom of Information and Privacy Act.
Under the new procedure all the computers used by Chinook's Edge teachers are now encrypted, said Hoppins.
“Essentially if a laptop were to get lost or stolen, there is no way for the person who gains access to that to access that information. It is a whole new level of security,” said Hoppins.
The new procedure also tightens up information access by third-party vendors, he said.
“If Chinook's Edge is going to work with another organization or company we now have strict guidelines on them accessing our information,” he said. “So any time a school or school division wants to enter into an agreement there is a checklist to follow and ensures that we all do our due diligence.”
The procedure for choosing and using computer passwords is also now more security-based, he said.
“We want to make sure we have strong passwords,” he said. “Basically we don't want people to have passwords that are, say, 1, 2, 3, 4, because you're only as good as your weakest passwords.”
The new information security management system is now in operation in all Chinook's Edge schools and other facilities, he said.
