Skype for BusinessBest Practice Guidelines for Professional Services at UCL

Lee Jenner

Business Change Manager, ISD

Data Protection and Freedom of Information

• Do not share confidential or sensitive information through IM chats, document sharing, or screen sharing using SFB.

• The information held will be subject to data protection (DPA) and freedom of information (FOI) in just the same way as email and other records and staff will be required to search these records when we receive a request under either the DPA or FOI.

• SFB messaging should be thought of in the same way as any other work related communication.

• Saved conversations are stored by Microsoft in the same physical location as UCL’s emails.

Saving

• IM Conversations and call logs are saved by default. We recommend that you untick this in Settings/Personal so they are not saved. (Remember that this does not necessarily mean there will be no record of the conversation. Others may save it, take a screen shot, or copy and paste the contents elsewhere.

• If they are saved you can delete them at any time. There is no auto clean-up and deletion of old conversations

• Do not save files or recordings of skype meetings to your personal device. Be sure to save them on a UCL network drive or UCL laptop or PC.

Setting Location & Availability• Location should replace the use of the all-day event in Outlook to let

people know where you are. Others can see this in their contacts list or on your contact card.

• Type your location or choose from your customised list. • Locations you type are saved in a list which you can then choose

from. • Your out of office message in Outlook will be displayed here so the

first line should say “Out of Office until…”• Use Availability to let people know when you are available for a chat

and when you are busy or do not want to be disturbed.• SFB uses your Outlook calendar to set your availability automatically

but you can also actively manage it by selecting another option.The first time you sign in, tick the box to automatically sign in whenever you log on to your computer.

Recommended

Use IM instead of email or a phone call :• When you don’t need a formal record of the conversation (although a

record may be saved)• when you want a quick response

Awareness

• Use headphones when having an audio conversation. Treat it as you would a mobile phone; i.e. taking into consideration the content of the conversation and the people around you who might overhear.

• In video conversations, be aware of what or who is behind you in the image.

• When sharing your desktop, remember that people can take screen shots and save them. Be aware of everything that is visible on the screen.

• When someone is sharing their desktop with you, be aware of who else around you might be able to see it.

More…

• Full Best Practice Guidelines available:

http://www.ucl.ac.uk/professional-services/agile-working/lync

• The document will be emailed to all professional services staff when Skype for Business is available on their desktop.

10th Sep PACE, CAM, HR, ISD and FBA

16th Sep Estates and DARO

tbc all other divisions