Confidential Information Must Be Encrypted Before Emailing to Fiscal Management

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.
• Unpaid warrant numbers.

Do not include confidential information in the body of an email that is not encrypted. Email is not a secured transmission. You must encrypt an email or 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.