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Information Technology

Encryption

The Information Security Policy requires additional data protections for Confidential Information.  

If you are authorized to access, share, transmit or otherwise use Confidential Information, you must encrypt the information when sending it through insecure channels, such as email.

Confidential Information refers to all information collected by, shared with, or reported to the College in the course of its business or activity that is protected by local, state or federal law or that the College is contractually obligated to protect. In addition, the College may designate information as confidential. Confidential information includes but is not limited to:

  • Financial information as specified by the Financial Services Modernization Act of 1999 (Gramm Leach Bliley Act or GLBA);

  • Protected Health Information (PHI) as specified by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health Act of 2009 (HITECH);

  • Education records of students as defined by the Family Educational Rights Privacy Act of 1974 (FERPA);

  • Human subject research data which falls under the jurisdiction of the College’s Institutional Review Board (IRB);

  • Confidential medical records used to provide an employee with a reasonable accommodation under the Americans with Disabilities Act of 1990 (ADA);

  • Payroll records or other documentation pertaining to an employee’s compensation;

  • Employment and/or personnel information (such as salary, health or disability information, disciplinary or grievance information, annual review information);

  • Controlled information or technology pursuant to the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR) that does not fall under the Fundamental Research Exclusion or other exclusions to ITAR/EAR;

  • Payment card data such as credit/debit card numbers, security codes or PINs covered by the Payment Card Industry Data Security Standards.

Encryption Guides

Google Docs

  1. Password protect the document (see below) prior to uploading to Google Drive

Windows

Microsoft Word

  1. Go to File > Info > Protect Document > Encrypt with Password.
  2. Type a password, then type it again to confirm it.
  3. Save the file to make sure the password takes effect.

Microsoft Excel

  1. Select File > Info.

  2. Select the Protect Workbook box and choose Encrypt with Password.

  3. Enter a password in the Password box, and then select OK.

  4. Confirm the password in the Reenter Password box, and then select OK.

Adobe Reader

  1. Open the PDF in Acrobat DC, and do one of the following:

    1. Choose Tools > Protect > More Options > Encrypt with Password.

    2. Choose File > Protect Using Password, and then choose Advanced Password Protection from More Options.

    3. If you receive a prompt, click Yes to change the security.

  2. Select Restrict Editing And Printing Of The Document.

  3. Type the password in the corresponding field. For each keystroke, the password strength meter evaluates your password and indicates the password strength.

  4. Select what the user can print from the Printing Allowed menu: None

  5. Select what the user can change from the Changes Allowed menu: None
  6. Select what you want to encrypt: Encrypt All Document Contents
  7. Click OK. At the prompt to confirm the password, retype the appropriate password in the box and click OK.

Mac

Apple Pages

  1. Choose File > Set Password (from the File menu at the top of your screen), enter the requested information, click Set Password.

If your computer isn’t set up for Touch ID, “Remember this password in my keychain” appears. You can select the checkbox to add the password to your keychain so you don’t have to type the password each time.

If your computer is set up for Touch ID, “Open with Touch ID” appears. You can select the checkbox to turn on Touch ID for the document.

Microsoft Word

  1. Go to Review > Protect Document.

  2. Under Security, you can select whether to enter a password to open the document, modify the document, or both. Enter each password again to confirm.

  3. Click OK

Adobe Reader

  1. Open the PDF in Acrobat DC, and do one of the following:

    1. Choose Tools > Protect > More Options > Encrypt with Password.

    2. Choose File > Protect Using Password, and then choose Advanced Password Protection from More Options.

    3. If you receive a prompt, click Yes to change the security.

  2. Select Restrict Editing And Printing Of The Document.

  3. Type the password in the corresponding field. For each keystroke, the password strength meter evaluates your password and indicates the password strength.

  4. Select what the user can print from the Printing Allowed menu: None

  5. Select what the user can change from the Changes Allowed menu: None
  6. Select what you want to encrypt: Encrypt All Document Contents
  7. Click OK. At the prompt to confirm the password, retype the appropriate password in the box and click OK.

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