The purpose of travel advice and instructions is to increase employees' awareness of their own security and information security, both in Norway and abroad. Many employees at ØUC possess information and assets that may be of interest to cybercriminals and intelligence services in foreign states, such as research data, sensitive personal information, or access to critical systems.
Travel advice and instructions will depend on the country you are traveling to and your current situation. Therefore, it is important to have a security-conscious behavior that both prevents unwanted incidents and enables effective handling if they occur.
You are responsible for following ØUC's routines and assessing risks when traveling.
Travel Advice for Personal Safety and Information Security
Before Travel:
- Obtain information about the country you are traveling to.
- Read the Ministry of Foreign Affairs’ travel advice for the country you plan to visit. The Ministry continuously assesses the situation in various countries. Information, including countries with travel advisories, can be found on the government’s travel information website.
- Check the Ministry of Foreign Affairs’ websites for consular assistance.
- Read about safe travel advice from the Police Security Service (PDF).
Inform Others of Your Location:
- Inform your immediate supervisor about your travel plans.
- Update your contact information and next-of-kin information.
- We recommend registering your travel on the Ministry of Foreign Affairs’ travel registration website.
- We suggest creating an emergency plan in case unwanted incidents or crises occur abroad. (See template suggestions)
Information Security:
- Only bring necessary electronic equipment on your trip.
- Ensure all digital devices are updated and encryption and other security measures are enabled for all services supporting them. You can get help from IT support.
- Digital devices should only be used by those authorized to use them, and ØUC-owned equipment should not be loaned to others.
- Delete all sensitive/protected information.
During Travel:
- Always use VPN when working with ØUC data, and avoid using random WiFi networks offered by cafes, hotels, and similar.
- Maintain a security-conscious behavior to reduce the risk of unwanted incidents.
- Stay informed about the conditions where you are.
- Processing ØUC data on private devices is only permitted if the devices are handled securely and kept updated at all times.
- If you have to leave digital devices unattended, turn them off and store them securely, preferably in an approved sealing bag. Sealing bags can be collected from IT support.
- Use biometric login where possible.
- Hide entering of passwords and codes from unauthorized personnel.
- Be cautious about transferring data as it may be intercepted.
- We advise against communicating sensitive information via SMS, MMS, or regular phone calls; instead, use ØUC’s digital platforms such as Teams or Zoom.
- Do not download/install new software or install security updates during the stay unless connected to VPN and the update is considered critical.
After Returning Home:
- Change all passwords and codes if you suspect incidents during travel. Contact IT support to ensure necessary investigations.
- Return loaned equipment to IT support for formatting.
- Report security incidents to your immediate supervisor and security personnel.
Travel Instructions for High-Risk Countries:
When traveling to high-risk countries (China, Russia, Iran, and North Korea), employees are required to follow all the advice above in addition to the following:
Before Departure:
- Conduct a risk awareness discussion with your immediate supervisor and/or security personnel.
- Special IT equipment must be used for such travels. Contact IT support well in advance of departure to prepare necessary equipment.
- Familiarize yourself with National Security Authority’s advice for better travel security.
During Travel:
- Avoid leaving electronic devices unattended. If necessary, a sealing bag must be used.
- Do not download/install new software or security updates during the stay.
After Returning Home:
- Change all passwords and codes.
- Return all ØUC-owned equipment to IT support for formatting.
- If needed, an assessment discussion with security personnel can be conducted.
Personal Preparedness – When Unwanted Incidents or Crises Occur:
If you are in an area affected by an accident, natural disaster, or other incidents:
- Get to safety.
- Follow advice from local authorities and the Norwegian Foreign Ministry.
- Contact next of kin and update them on your situation.
- Notify your immediate supervisor. If you cannot reach them, call ØUC’s security and emergency number +47 22 88 14 53. The security company will ensure notification to ØUC.
In crises and other unwanted incidents:
- Think of your safety and follow advice from local authorities, Norwegian Foreign Ministry, and other relevant actors.
- Call the appropriate emergency number if needed.
- Contact next of kin and update them on your situation.
- Contact the Norwegian Foreign Ministry’s operational center UDops at +47 23 95 00 00 or email UDops@mfa.no for advice and assistance.
- You can contact the Seamen’s Church emergency phone +47 951 19 181 (24/7) for advice and assistance.
- Contact your immediate supervisor. If you cannot reach them, call ØUC’s security and emergency phone +47 22 88 14 53 (24/7). The security company will ensure notification to your employer.
On the Safe Side – Useful Information:
Learn more about preparing for stays abroad and what to do in case of unwanted incidents/crises:
- Travel advice for employees in the knowledge sector from Sikresiden.no
- ØUC’s agreement with the Seamen’s Church
- International SOS travel advice: Travel Risk Map – applies only to personal security, not digital security
- Ministry of Foreign Affairs’ travel information
- Police Security Service’s guide on safe travel
- National Security Authority’s advice for safer use of mobile phones