Protecting Your Google and Online Accounts

By Matt Gerberick

Easy to use applications, access everywhere, and cost (free) are all reasons why many schools have chosen to use Google for their email, file storage, and content creation. Google Apps for Education (aka G Suite) provides teachers, students and staff with a bounty of digital tools enabling them to create, collaborate and share nearly anything. Since Google saves your data in “the cloud”, it’s not stored on your physical devices (laptop or tablet). This allows you to access your account data from any device, anywhere in the world. No more worrying about a hard drive failure or losing a flash drive on which you saved critical information. All you need is your Google account username and password, and your ready to go!

Unfortunately, anyone else can also access your information if they have your username and password. Your email, files, pictures, and more are all vulnerable. Your organization’s shared resources are also at risk if your account is compromised. This is why it is so critical that you follow best practices, and use two-factor authentication for your Google account. These safeguards are important for your personal accounts (banking, e Commerce) as well. Listed below are practices that can help ensure the security of your accounts:

• Do not use the same password on more than one site
• NEVER post your account credentials in view of others. (NO POST-IT NOTES)
• Create a password consisting of 8 or more characters; including capitals, lowercase, numbers and special characters. Example - $pr1n9f1ElD_0h1o
• Beware of clicking on links in email messages (even from known senders)
• Make sure that your Google Account recovery options are established.
• Set up Two Step Authentication on your accounts. This requires a second code to be sent to another device (your cell phone) when your account is accessed from a new device. It just takes a few minutes to set up, but can really help protect your accounts.

If you suspect that your account has been compromised, contact your school technology administrator for help immediately. Taking precautions that ensure the safety of your devices and online accounts will enable you to effectively and efficiently, and avoid unnecessary issues for you and your organization.

Matt Gerberick is the Instructional Technology Coordinator for the Clark County ESC. If you have comments or questions, please email him at matt.gerberick@clarkesc.org.