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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Confidential Information Must be Encrypted Before Emailing to Fiscal Management

Issued: May 6, 2011
Updated: April 28, 2017 – View Changes

FPP D.004

Contacts

If you have questions, please contact:

Contacts

If you have questions, please 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, dates of birth, direct deposit information and net pay.

Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office.

Common methods include Microsoft Office encryption with password protection, PGP, encrypted PDF, WinZip or 7-Zip. Passwords should be provided in a separate email or over the phone.

A fax transmission is also acceptable. Contact your Information Security Office for your agency’s approved policies and procedures.

Changes to this document
04/28/2017 Made edits for clarity.
02/14/2013 Updated to the FPP format and given FPP number.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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