TABLE OF CONTENTS
- Overview
- Shut off mobile devices when not in use
- Remove biometric access
- How to log out of your email
- Staging Confidential Data in Google Drive
- Complete shut down your laptop
- Clear browser cache and log out of all browser sessions
- Install Gmail Application
- Connecting Google Contacts to Apple Contacts
Overview
In accordance with the International Travel Policy, following are some tips that might be useful as you prepare for your trip.
At U.S. ports of entry, Customs and Border Protection (CBP) officers can conduct both basic and advanced searches of electronic devices. Basic searches are manual reviews of device contents, while advanced searches involve using external equipment to copy, analyze, and potentially recover deleted information. Typically, advanced searches are only conducted when the agent has reasonable suspicion of criminal activity. It is recommended to comply with law enforcement.
Shut off mobile devices when not in use
Shutting off a mobile device requires a PIN to unlock when turned on. Biometric access (i.e., Face ID) is not enabled until the device’s PIN has been entered. You may want to turn off your device completely if there is a chance that an unauthorized person might have physical access to your phone.
Older iPhones: Press and hold the power button until you see Slide to power off on the screen. Then slide the slider to the right and let the phone turn off.
Newer iPhones: Press and hold both the power button and the volume up button until you see Slide to power off on the screen. Then slide the slider to the right and let the phone turn off.
Remove biometric access
If you’ve configured Face ID or fingerprint access to unlock your mobile device, you may want to remove these configurations so that only a PIN can be used to access your device.
Disable Face ID
To disable Face ID, go to Settings > Face ID & Passcode, enter your passcode (PIN), then tap Reset Face ID. Doing so will delete Face ID data, including mathematical representations of your face, from your device.
Setting up Face ID
To set up Face ID on your iPhone, go to Settings, tap Face ID & Passcode, and if prompted, enter your passcode. Then, tap Set Up Face ID and follow the on-screen instructions, including positioning your face within the frame and moving your head to complete a circle.
How to log out of your email
You may want to remove your mail account from your phone. This method will remove all mail, calendar entries, and contacts from your device, which will be recovered when they are reinstalled.
NOTE: It is strongly recommended that you write down contact information for important contacts prior to performing these steps. This should be done before you depart for travel.
Apple Mail
You can add your account back later. If you have been using the Apple Mail app (blue envelope icon) it is strongly recommended that you use this opportunity to start using Google Mail and Google Calendar for mail and calendaring.
Open the Settings app on your iPhone. It's the one with the gear icon.
Scroll down to the bottom and tap Apps.
Scroll down and tap Mail
Tap Mail Accounts.
You'll see a list of all the email accounts you've added to your iPhone. Tap the Google account you want to remove.
Scroll down to the very bottom of the screen and tap Delete Account.
A confirmation window will pop up. Tap Delete Account again to confirm.
Gmail Removal
In Gmail app, tap on your profile in the upper right corner
Tap Manage accounts on this device
Tap Remove from this device under the Google account you want to remove
You do not need to remove the apps from your device.
Gmail Recovery
To recover, open the Gmail app and sign in to your google account.
Tap Log In to log in to your IUPAT Google account. Your username is your email address and your password is the same password you use to log into your laptop.
Authenticate with Okta and then return to the Gmail app.
Staging Confidential Data in Google Drive
If you will need confidential or sensitive data during your travel you must stage it in your Google Drive prior to your travel.
REMINDER: You MAY NOT have any confidential data stored on your laptop beyond what is needed to perform immediate tasks. Once a task is completed and the data is no longer needed it MUST be removed from your laptop immediately.
REMINDER: You MAY NOT use a device that is not issued by IUPAT to access your Google account.
NOTE: If you opt to use an IUPAT chromebook for travel, it isn’t possible to store files on it for any length of time. After each session, the IUPAT chromebook will reset and any files that were downloaded are removed, along with browsing history and any cookies.
Data is for your use only
If the data is for your use only, you can create a folder in “My Drive” for access while travelling.
Go to the following address:
https://drive.google.com/
Log in to your IUPAT Google account, if needed.
On the left navigation bar, click My Drive
Then, click + New and click New Folder
Give the folder a name and click Create.
Find the newly created folder and double-click on it to open it.
Then, click + New again and choose File Upload.
Navigate to the files you wish to upload, select them (ctrl-click to select multiple files) and then click Open.
Data for shared use
If the data will be used by several IUPAT people during your trip, you may want to use a Shared Drive. If you don’t have access to a suitable Shared Drive created please submit a ticket to support@iupat.org for help setting one up.
Go to the following address:
https://drive.google.com/
Log in to your IUPAT Google account, if needed.
On the left navigation bar, click Shared drives
Double-click on the desired shared drive.
If necessary, navigate to the folder where you want to stage the data.
If a new folder is needed, click + New and click New Folder
Give the folder a name and click Create.
Find the newly created folder and double-click on it to open it.
Then, click + New again and choose File Upload.
Navigate to the files you wish to upload, select them (ctrl-click to select multiple files) and then click Open.
Accessing Google Drive data on an IUPAT Chromebook
If you are using an IUPAT Chromebook, in the web browser go to:
https://drive.google.com/
Log in to your IUPAT Google account.
Navigate to your Google Drive data.
Removing staged data from Google Drive
Once your travel is completed, if you will no longer need the data you staged in Drive please be sure to delete it.
On the far right side of the folder or file, click on the three button icon and click Move to trash. Data will be in trash for 30 days before it is purged.
Complete shut down your laptop
While in transit or not in use while on travel, your laptop must be shut completely off. This will ensure that the laptop’s encryption is protecting the data from unauthorized access should your laptop be stolen or confiscated.
Click the Windows icon
Click the power button
Click Shut Down
Allow your laptop time to completely shut down.
Clear browser cache and log out of all browser sessions
You may want to perform these steps if you wish to protect your accounts from access from unauthorized personnel. You should perform these tasks on a computer that might be accessed by an unauthorized person.
REMINDER: Unauthorized persons are not permitted to use IUPAT resources. Questions regarding complying with law enforcement or border security should be directed to the Legal department.
REMINDER: You MAY NOT use a device that is not issued by IUPAT to access your Google account.
NOTE: It is not necessary to perform these tasks on an IUPAT Chromebook as they perform them automatically at the end of every work session.
Clear browser cache
You should perform these tasks at the end of your work session.
On your computer, open Chrome.
At the top right, click More Delete browsing data.
Choose a time range, like Last hour or All time.
Select the types of information you want to remove.
Click Delete data.
If you delete cookies while signed in to Chrome, you won't be signed out of your Google Account.
Tips:
To sign out of your Google Account on all websites, sign out of Chrome.
In the address bar, to quickly reach the Delete browsing data dialog, type “Delete browsing data” and then, tap the Action chip. Learn Chrome Actions to quickly complete tasks.
Log out of all browser sessions
You should only perform these steps on a computer you will no longer use, or if the computer will be accessed by unauthorized persons and you wish to protect your Google account from unauthorized access. This should be performed prior to periods of actual travel.
NOTE: This may cause loss of bookmarks in Chrome. Perform these steps with discretion.
Sign out of your Google account remotely:
Go to your Google Account settings: myaccount.google.com/intro/security.
Navigate to the "Security" section and then "Your devices".
Manage all devices and sign out from any device you don't recognize.
Sign out of all Chrome sessions through Gmail:
Open Gmail and navigate to the bottom right corner of the page.
Click on "Details" and then "Sign out all other web sessions".
Using the Google Account permissions page:
Go to the Google Account permissions page: myaccount.google.com/permissions.
Scroll down to "Google apps" and find "Google Chrome".
Click on "Google Chrome" and then "REMOVE ACCESS".
Install Gmail Application
To (re)install the Gmail application, tap on the App Store icon and search for Gmail. Tap on the cloud icon or Get to install it.
After installation is complete, tap the Gmail icon. Tap Log In to log in to your IUPAT Google account. Your username is your email address and your password is the same password you use to log into your laptop. Authenticate with Okta and then return to the Gmail app.
Connecting Google Contacts to Apple Contacts
If you are using Google Mail and Google Calendar but wish to have your Google Contacts synchronized with your iPhone Contacts, please perform the following:
Open the Settings app on your iPhone. It's the one with the gear icon.
Scroll down to the bottom and tap Apps.
Scroll down and tap Contacts
Tap Contacts Accounts
Tap Add Account
Tap Google
Sign in to your Google account.
When prompted for Okta, sign in with your email address and laptop password
IMPORTANT: After responding to the Duo push, go back to the Settings app
It should ask you which Google account you want to use - tap your account and continue.
After you select your Google account, scroll down and tap on Allow
Tap the sliders next to the apps so that Contacts is the only one with a green slider.
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