Security At Columbia

Cybersecurity is the process of protecting our information from theft online. The information we store on site is important to both our residents and our staff which is why we need to protect it as best we can. 

Imagine if someone came into your house and stole all your important documents. Now imagine if it wasn’t just your documents they stole but your family's important documents. This would be very upsetting. 

This is the same for Columbia Aged Care. We would be very upset if someone came into our homes and stole our documents. 

This is why, in our new digital world, we need security measures to make sure all our online documents and information are protected and secure. 

To do this, we have policies and procedures in place to prevent a security breach from happening. 

We use a Password Manager to make sure all your passwords are safe inside a vault so no one can break in. 

A Password Manager is an app on your phone, tablet or computer that stores your passwords in a digital vault, so you don't need to remember them. Once you've logged into the password manager using a 'master' password, it will generate and remember your passwords for all your online accounts.

Systems like a Password Manager are a great example of how we will use security measures to protect our information. 

Another policy keeping our workplace safe from theft is being careful what information we share to external parties. 

If we share information with the wrong person, they could use our information in a negative way causing harm to our residents and staff. This means our residents could stop trusting us and stop believing in our values. 

This is why Cybersecurity is really important. We want to deliver the best service for our residents and to do that, we need to work together to keep our information safe. 

The Password Manager is used to store all your passwords in a digital vault to protect your information from theft. The password manager you will be using is called Dashlane. 

Multi-Factor Authentication is another part of password management. This is where you will use two ways to login. The first factor is your username and password which is stored in your Password Manager. The second factor could be your yubikey, or a code sent to your phone or email. This adds another layer of security to our information. 

Open Google Chrome on your computer.

There will be a little icon in the top right bar of your Google Chrome. The icon will have a 'D' for Dashlane, with stripes going through it. 

If you are logged in to Dashlane, the icon will be blue.
If you are not yet logged in, the icon will be red.

When you sign in to Google Workspace, and after you have setup Dashlane for the first time, you can access Dashlane without needing another password.

You do not need to create a separate password for Dashlane and must not do so.

Dashlane will now give you access to your password vault.

Your passwords for applications and websites can be saved in Dashlane. Dashlane can then help you to login automatically to these applications and websites.

Dashlane can help you generate a complex password and save it.

To login to an application using Dashlane, click on the Dashlane icon in the top right. simply open a new tab and click on the Dashlane icon in the top right corner. 

In the Password Manager search bar, search the name of the application you need to login to and click on the correct application. If you need to add a new password or edit a saved password in Password Manager, please visit the Additional Resource page. 

This will open up a new view with more details about the application you want to access. To open the application, open the URL to the page you need to login to. This will direct you to a login page. 

To login, click in the username bar. The Password Manager icon will appear in the right of both the username and password bar, click on the icon. Your username and password will then automatically prefill while using the password manager and log you into the application. 

Single Sign-on: When you login to your device with your username, password and yubikey, you will have instant access to the apps that appear in your Dashboard. 

This means you won’t need to login again to these specific apps with an individual account because it will all be connected to your Master Password. 

In the future, everyone will be able to access all their apps just by logging into their device and will not need to individually sign-on to specific apps. 

This is because your identity has already been verified by logging in with your username, password and yubikey.  

Multi-factor Authentication: However, some of the apps we use today aren't in your Dashboard, you will need to login with an individual account after logging in to your device. 

You will login to these apps using your Password Manager and often a code sent to your phone or email for multi-factor authentication. 

This is because these apps haven’t updated their software to become Single Sign-on products. 

Role-Based Shared Drives are the same as Shared Drives on your Google Drive. The only difference is that staff in different roles will have access to different drives. 

For example if you are a nurse and your colleague works in maintenance, you will have different folders shared with you on your Google Drive compared to your colleague in maintenance. 

Shared Drives are managed by Columbia’s executive, management and IT teams to allocate the correct folders to each specific role. 

There will be restrictive settings in your Shared Drives depending on your role. The majority of staff will not have the ability to delete or move documents, only create new documents and replace existing documents with updated versions if the document is named exactly the same. 

You will be able to move and delete documents in your My Drive. This is because you will often download a document to your MyDrive and move it to the appropriate Shared Drive and then delete it from your MyDrive.

To access your Shared Drives, simply open your Drive and Docs application in your Dashboard. Navigate to the left of your Google Drive and click on Shared Drives from the menu. 

Only the folders that are relevant to your role and required for you to do your job will appear. Double click on the most appropriate folder for your task. More folders and/or documents relevant to this topic will appear in a new page. 

This is how you access your Role-Based Shared Drives.