What’s the best way to access files remotely?

Published: October 23, 2025

Dear 404,

Our office handles student data regularly, and sometimes I need to access files from home or while travelling. What’s the best way to do that securely without risking a data breach? Is using my personal laptop ever OK if it’s password protected?

— Remote and Responsible

Dear Remote and Responsible,

Keeping university data and your computing environment secure is a team effort. We typically don’t recommend accessing university data on personal machines where it can be avoided.

Here’s how to keep things safe when working away from campus:

  • Use supported, updated devices. Keep your operating system and software patched and make sure antivirus protection is turned on and updates automatically.

  • Protect your devices with strong passwords or biometrics, lock your screen when you step away.

  • Always use secure, encrypted connections. Connect through the university’s VPN or other approved methods (SSH, SSL/TLS) before accessing data. Avoid public Wi-Fi — use your phone’s hotspot instead.

  • Store and share data safely. Use university-managed systems such as Office 365 or your department’s approved tools. Never store or share institutional data on personal drives or unapproved cloud services.

  • Encrypt sensitive files when working with Level 3 or 4 institutional data and report any lost, stolen or compromised devices immediately to your local IT team or security.response@utoronto.ca.

  • Don’t share your devices with anyone not authorized to access university data.

Check out our guide for securing data while travelling — it’s a handy resource wherever you log in from. Stay sharp, stay secure.

Sincerely,
4[0‿0]4

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