Travelling with digital devices can introduce risks that many researchers may not fully consider.
International travel is a vital part of research at the University of Manitoba, supporting global collaborations, fieldwork and knowledge exchange. But travelling with digital devices can also introduce risks that many researchers may not fully consider.
To help mitigate those risks, the University has launched an International Travel Loaner Device Program, offering secure, pre-configured laptops for academic staff and academic administrators travelling on University business.
The program is designed to reduce the likelihood of sensitive data being accessed or compromised while abroad, while also raising awareness of research security practices across the UM community.
When travelling internationally, laptops and other devices may be inspected by border authorities, exposed to insecure networks or targeted by malicious actors. Even routine activities, such as connecting to public Wi-Fi, can increase vulnerability.
“Many researchers are carrying valuable data, intellectual property or confidential information when they travel. Also, why would you want to carry personal devices that have your personal information on them like photos, financial information etc.?”, says Dr. Deepa Sankaran, Director of Research Security at the University of Manitoba. “In some environments, that data can be at heightened risk. What if your device is lost or stolen? Our laptop loaner program is about helping researchers take practical steps to protect their work.”
The loaner laptop program provides “clean” devices with no personal or research data stored locally. Each laptop is pre-configured with security controls and essential software, allowing users to access University systems without saving files directly on the device.
If a device is lost, stolen or inspected, the impact is significantly reduced. Devices can also be remotely locked or wiped in some cases.
“By starting with a clean device and avoiding local storage of sensitive information, we can greatly reduce risk to both the individual and the institution,” says Sankaran.
Loaner laptops are available to academic staff members and academic administrators travelling for University-related purposes, including conferences, research activities and collaborations. The program is especially recommended for higher-risk travel or work involving sensitive data.
To access the program, travellers must register their trip through the International Travel Registry and submit a request at least 10 business days before departure.
Further supports are detailed on the UM’s Travel Tools website, which provide guidance on preparing for international travel, assessing risk, and accessing emergency assistance.
“Research security is not about limiting collaboration. It is about enabling it safely,” says Sankaran. “Programs like this help ensure our researchers can continue their work internationally while protecting the integrity of their data.”
While not mandatory, the loaner laptop program offers a simple way for researchers to reduce risk and focus on their work while travelling abroad.
You may also help protect your personal and University-related information by taking simple, but necessary, precautions.
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