Areas

In addition to the mobility of research staff through stays, doctoral students, postdoctoral programs, etc., there is another type of area in which security gaps in research can occur, but which, since it involves occasional events and informal scientific collaboration, can often go under the radar of institutions and research staff.  

International conferences, seminars, and meetings are where Spanish science gains visibility and fosters new collaborations, but also where audiences interested in sensitive technologies and data converge. A presentation, a poster, or even an informal conversation can prematurely reveal unique technical capabilities or strategic information. Implementing and monitoring a series of preventative measures before, during, and after these trips allows Spanish researchers to shine internationally without inadvertently giving away competitive advantages, balancing the necessary dissemination of scientific knowledge with the protection of results that are not yet fully established. The following explains how to participate actively without prematurely exposing unique capabilities or information that should not yet be circulated.

Warning signs  

Some warning signs when traveling abroad and participating in international events may include:  

• Very generous invitations are received from little-known organizers.  
• During networking activities, very specific technical questions are asked about the capabilities of your research group.
• The country in which the event or conference is held does not have full guarantees of academic freedom and autonomy of research institutions.  

Aspects to consider  

• Consider the risk profile of the organizers and sponsors. Are they well-known within academia? How did they contact you?
• Become aware of the country you are traveling to, including the system of government and the levels of academic freedom and institutional autonomy in research.  
• If a presentation is to be given, check if it includes technical details that may reveal unpublished data, sensitive details, or specific capabilities of the research group.  
• Analyze what results and information you should take with you (for example, on your laptop), minimizing them to what is strictly necessary for the performance of the activity during the trip.  

Good practices

• The content of the presentation/poster or other type of information display is reviewed beforehand with colleagues within the department, or the relevant services within the institution.
• Analyze beforehand what information can be shared in informal exchanges with colleagues, such as conversations during coffee breaks and meals.  
• Ideally, a dedicated laptop should be brought just for the event, and an institutional VPN should be used at all times. The use of public Wi-Fi networks should be avoided at all costs.

A Spanish photonics researcher presented high-power lasers at a European conference. During the coffee break, relatively unknown foreign colleagues pressed him for construction details and requested simulations "for validation." In response, the researcher shared technical appendices. Six months later, an identical publication was discovered from that university, containing exclusive data from the informally shared simulations.