Data security – avoid these common email mistakes

Simple mistakes when sending emails containing personal information continue to cause a significant number of data protection and information security issues at the University.

Thankfully, help is at hand, with fresh advice available on an updated Data Protection and Email Information page, from our Information Management and Policy Services team (IMPS) team.

IMPS is reminding colleagues of common pitfalls related to work emails and actions they should take to reduce the chances of mistakes occurring and guard against cyber security threats.

Pitfalls to avoid 

Examples of common mistakes when sending emails include:

• Sending emails to the wrong address, sometimes because Outlook has tried to predict the desired recipient.
• Attaching the wrong document to an email.
• Forwarding an email chain that contains confidential personal data.
• Sending an email to multiple addresses rather than using BCC, which stops recipients from seeing all the other email addresses.

Further advice

Additional advice and resources are available at https://www.reading.ac.uk/imps. 

In the meantime, if your school, department, or team would benefit from an additional focus session in any areas, please do get in touch at imps@reading.ac.uk and the team will be happy to assist.

IMPS would like to thank all colleagues for their continuing support in helping the University protect and secure the valuable information we all hold.

They receive a large number of requests for advice and guidance from across all areas of the University every year, which is testament to everyone playing a part in ensuring we meet our legal obligations and collective commitment to looking after the data we are entrusted with.