What Emails to Encrypt

How to encrypt an email

  • Type “Encrypt” anywhere in the subject line
    • Good practice is to type “Encrypt – Subject of email…” or “Encrypt: Subject of email…”

What emails to encrypt* – Emails containing Confidential Data

    • SSN
    • Driver’s License
    • Passport Information
    • Race, ethnicity, and/or nationality, gender
    • Financial Accounts (checking, savings, brokerage, CD, credit and/or debit cards, etc.) (Ferris corporate card numbers)
    • Date of Birth
    • Salary/Payroll information (W-2, W-4, Bulldog Card, union dues) (garnishments, child support, separation agreements, etc.) (Worker’s Compensation, disability claims)
    • Personnel Records, performance reviews, benefit information
    • OSHA reportable findings
    • Passwords/PIN numbers
    • Academic status
    • Student Campus-Wide ID (101xxxxx)
    • Date of birth (May be different for athletic eligibility use)
    • Mass mailing of email address
    • Race, ethnicity, and/or nationality, genders
    • Grades
    • GPA
    • Student Identification/ID Card Photographs (exception made for University sports photos)
    • Residency status
    • Student’s class schedule
    • SSN
    • Test scores
    • Universal Indicator Code (UIC)
    • Student background checks
    • Student misconduct files/Student Judicial Services files
    • Student and parent financial information
    • NCAA documentation
    • SEVIS/immigration information
    • Passwords/PIN numbers
    • Name
    • Geography (Zip Code, city)
    • Dates (birth, admitted)
    • Phone
    • Fax
    • Email information
    • SSN
    • Medical ID
    • Health plan ID
    • Account numbers
    • Certificate numbers
    • License plate/VIN
    • Device IDs or serial numbers
    • URLs
    • IP address
    • Biometrics
    • Facial photographs
    • Any other unique ID (diagnosis code, etc.)
    • Library transactions (e.g., circulation, etc.)
    • Public Safety’s case information
    • Vendor information with SSN or Confidential information
    • Audit logs
    • IT system event data
    • Data incident/breach information
    • IT infrastructure information (firewall/network)
    • General Counsel’s case information
    • IT system configuration information
    • All other credit card information (PCI data)

Other emails to consider encrypting – Emails containing Restricted Data

    • Employee Campus-Wide ID (101xxxxx)
    • Directory/contact information designated by the owner as “Private”
    • Ferris owned cell phone numbers, except with departmental approval
    • Programming code

     

    • Financial transactions which do not include confidential data
    • Contracts that don’t contain PII
    • University’s credit report
    • Records on spending, borrowing, net worth
    • Annual budget information
    • Budget account numbers
    • Conflict of Interest disclosures
    • University’s investment information, except with departmental approval
    • University building blueprints
    • Unpublished research or research detail/results that are not confidential data
    • Private funding information
    • Aggregate human subject information
    • Course evaluations
    • Telephone/fax numbers, email, employment information
    • Family information (e.g., spouses, partner, guardian, children, grandchildren, etc.) (follow-up with Mary Kay about this)
    • Medical Information
    • Data for a pending/potential legal case(s)
      • Client/Defendant information
      • Attorney Client Privilege

When in doubt, encrypt the email.

*This document is not meant to be an all-inclusive list

Click here to learn how to read encrypted emails using a one time pass.