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Secure Communication

There are several ways to securely communicate a message to internal and external recipients. By far the easiest method is to write your communications in Microsoft Word, and encrypt the word document and then email it (Office Button, Prepare, Encrypt Document).  Then, communicate the password outside of email (text message, telephone, voicemail, etc.)  This works for internal and external recipients and is quite simple.  For other options, read on.

For External Recipients

If you have a need to send sensitive information to an external recipient, contact ITS to request access to secure email.  You may do so online at the Secure Email Access Request Form.

Once you have been granted access, you will be able to send email with the words: "Confidential", "Encrypt", or "Secure" in the subject line, and the message, including attachments will be delivered in a secure, encrypted fashion to your recipients.

Your recipients will be directed to a website where they create an account to receive secure emails from you.  The process is fairly straightforward, however, below is a PDF document you can send to your recipients ahead of time that walk them through receiving your communication.

encrypted_email_recipient_documentation.pdf

Please note that you should delete the item from your sent items after sending it, and empty your email trash. While the email the recipient receives is secure, the one sitting in your sent items is not.

For Internal Recipients

There are two ways to securely communicate on campus.  

The first is the creation of a shared drive between you and your recipients.  When you need to communicate securely, you drop files on the shared drive, and then email your intended recipient so that they know their files are there.  This method should be used when two or more parties communicate sensitive information on a regular basis.  Fill out the secured drive access form to start the process.

The second option is the ITS developed filetransfer application.  This application allows you to transfer files via a web-based upload tool securely.  Files are automatically deleted once retrieved, and reside on a secure server until that point.  The process is entirely encrypted.