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Confidential Information Must be Encrypted Before Emailing to Fiscal Management

Issued: May 6, 2011
Updated: March 22, 2019 – View Changes

FPP D.004

Contacts

For questions, contact:

Overview

Applicable to

State agencies and institutions of higher education

Policy

State agencies and institutions of higher education may need to send documents to the Fiscal Management Division that contain confidential information such as:

  • Social Security numbers
  • Birth dates
  • Direct deposit information
  • Net pay
  • Warrant numbers

Do not use email to communicate confidential information. Email is not a secured transmission. You must provide an encrypted attachment for any confidential information sent via email, as prescribed by your agency’s information security policy.

Common encryption methods include:

  • Microsoft Office encryption with password protection
  • PGP
  • Encrypted PDF
  • WinZip
  • 7-Zip

Provide passwords to unlock the encrypted information in a separate email or over the phone.

A fax transmission of confidential information is also acceptable.

For your agency’s approved information security policies and procedures, contact your Information Security Office.

Changes to this Document
Date Updates
03/22/2019 Made clarifying edits
04/27/2018 Made edits for clarity
04/28/2017 Made edits for clarity

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