Technology Guidance for International Travel

• Install the University’s Virtual Private Network (VPN) on all of your devices including a smart phone or tablet.
• Review OIT’s information about using Duo internationally (requires UMN login).
• Set up a new strong password for each account that you might use abroad.
• Clear all internet browser history. Remove all files, browser caches, temporary files, recently used file listings, and previously deleted files that are in the computer's unallocated space. Apply all software patches and updates. Install anti-virus, anti-spyware, and personal firewall software.
• Remove all University private and sensitive data and information from your devices, including laptops, tablets, USB flash drives, and mobile phones. Create back-up files and store them in your departmental file server. Consider borrowing a "clean" departmental laptop if at all possible.
• If you take your personally owned electronic devices abroad, know that storing University private data on them is prohibited by the University. See Information Security.
• Set up a remote option to wipe data on your devices.
• Consider purchasing or renting a cheap local cell phone. Make sure to report the new phone number to the UMN departmental contact, on-site partners, and family and close friends in the U.S.
• Avoid taking an encrypted laptop overseas. Some countries ban encryption. Consult with the University of Minnesota's Export Control Officer what mobile devices, software, and information are export controlled.

Accessing and using technology when in China can be challenging. Some students, staff, and faculty have been unable to access their UMN email and even some University websites while in China. Travelers should also consider potential export control and data security issues.

It is recommended that you review the University's Technology Considerations When Traveling to China before leaving for China.

• If the U.S. custom border protection or an official at custom abroad asks, you must cooperate with searches, answer questions, or turn over passwords.
• Return any borrowed devices and report any incidents to your IT support staff, especially when you suspect your devices have been compromised, or if your devices were temporarily confiscated or lost.
• Change your password for all accounts that you used abroad.

In consultation with the Office of the General Counsel, the Office of Information Technology, and the Office of Internal Audits, the University of Minnesota recommends that travelers remove all existing University data from electronic media, such as laptop computers, tablets, USB flash drives, and smartphones, prior to international travel. The only University data files stored on the computer or media should be the minimal public data needed during the trip such as a presentation being given. Review Data Security Classifications by Type for examples of private-highly restricted, private-restricted, and public information. For most international travelers, a “clean” newly wiped and configured laptop is recommended. Any device taken out of the country should follow the process listed under Security Level High in the Media Sanitization Standard. Visit OIT's Destroying Data page for more information.

University private-highly restricted data should not leave the U.S. without the written approval of the Department Head, Dean, or equivalent administrator. If private-highly restricted data is necessary for University business, special arrangement involving remote access to the data on a server at the University will be necessary. Additional software may need to be installed and instruction on the use of the software may be needed prior to departure.

Furthermore, University travelers should be sure not to carry controlled technical data abroad except as authorized under the relevant export control regulations. 

Risk is avoided when confidential University information and private data is not stored on a laptop, USB flash drive, or smartphone. To ensure that no export controlled information is on electronic media and devices, all confidential and private information should be removed. University policy requires encryption of laptops and portable devices; however, encryption is not recommend when traveling abroad. To request an exception to the University policy requiring encryption, complete and submit the University Information Security Exception form.

Note: The use of Duo is restricted in U.S. embargoed countries and may impact your ability to access University technology and resources from abroad.

University-Wide Policies

• Cell Phone and Data Plan Business Expenses
• Data Security Classifications by Type
• Export Controls
• Export Controls FAQ
• Information Security

Office of Information Technology (OIT)

• Anti-virus Software
• Eduroam
• Google Apps: Acceptable Use and Data Security
• Media Sanitization Standard
• Safe Computing
• University Information Security Exception Request
• Virtual Private Network (VPN)
• Using Duo Internationally (requires UMN login)

Office of the Vice President for Research (OVPR): Sponsored Project Administration

• Export Administration Regulations (EAR)
• Export Controls
• Foreign Assets Control Regulations
• International Traffic in Arms Regulations (ITAR)

Health Sciences

• Health Information Privacy and Compliance Office
• Guidelines, Policies and Procedures

If your phone, laptop, or other device is stolen, report it immediately to the local U.S. Embassy or Consulate. The Embassy can assist you in reporting the loss to the local police.

Also, report the incident to your departmental IT support staff immediately.

It is almost impossible for most people to remember the specifics of all the data stored on a computer, so it is likely something will be forgotten. The specifics of U.S. and foreign countries' import and export laws are complex, so we recommend removing all data from devices to avoid violating such laws.

Encryption protects information on the laptop if it is lost or stolen. It does not address the laws of the country visited nor the U.S. laws. Officials of both the U.S. Customs upon re-entry to the U.S. and other countries may require access to the encrypted information. The University advises travelers NOT to take any sensitive information and NOT to take an encrypted laptop with them overseas under any circumstances.

Loss or theft of the electronic device is the biggest risk. But there are other risks such as non-compliance with the United States Export Administration Regulations (EAR), research data restrictions on export, and possible delays for U.S. customs service or other review of the data on the laptop upon re-entry. The worst case would be that an individual might be detained for breaking a U.S. or foreign law and/or confiscation of the device.

For most data that is not legally or contractually protected, a connection back to a University computer, such as Google Drive and departmental file server, is recommended. If the data is high risk and/or legally protected data, for example individual health information, social security numbers, export restricted and so forth, a special server and related software is available. Ask your departmental technology support person for information on use of this option.