You have several options:
- Encrypt the data. The University has indetified several methods to quickly and securely encrypt sensitive data.
- Keep the sensitive data in a system that can provide security and send your recipient a link to the data. An ideal way to do this is through the HSU myHumboldt portal, as this will not only ensure that messages are reliably delivered to the right person by also improve the student and faculty experience.
- Save sensitive data on a University-managed system such as a file server and send a link to the data in an email.
Below are some resources for secure information sharing:
- The US Department of Education, Privacy Safeguards Program states that one should ”never include personal information within e-mail message text. Names, SSNs, dates of birth, etc.
- IRS Publication 1075 states that Federal Taxpayer Information (FTI) is covered by the Code of Federal Regulations and Internal Revenue Code: “E-mail systems shall not be used to transmit FTI data.”
- The California Office of Information Security states that: “… email and IM messages hit numerous servers and routers before reaching their final destination ... and can be intercepted at any stage. Therefore, no confidential or sensitive data [Levels 1 or 2] should be sent via email in clear text or transmitted via Instant Messaging.”
- The Federal Trade Commission (15 U.S.C §§ 41-58, as amended) states that: “Regular email is not a secure method for sending sensitive [Levels 1 or 2] data ... the better practice is to encrypt any transmission that contains information that could be used by fraudsters or identity thieves."