Email Guidelines – Sensitive Data Handling Protocol

//Email Guidelines – Sensitive Data Handling Protocol

Email Guidelines – Sensitive Data Handling Protocol

Dear LIU faculty
   
As you are aware, data breaches are in the news nearly daily, I write to remind all of you of the urgency and necessity to restrain from sending sensitive information through emails.  As a reminder, university policy prohibits personal identifying information including but not limited to the examples below from being communicated via email:
 
·         Social security numbers
·         Academic Student information
·         Date of birth, address, bio-demographical information
·         Credit card and debit card information
·         Passport information
·         Driver’s license and state ID information
·         Healthcare related information
 
There are secure methods to receiving/sending sensitive information containing PII data.  In the event that data of this nature must be transmitted via email, please contact your local Information Technology office for more information on secure methods available.
 
As a precaution, the university has implemented a data loss prevention (DLP) protocol to prevent the possibility of inadvertent sensitive information from being sent out.  Here are some illustrations of this new product that is turned “on”. 
 
This screen will appear in Outlook if you attempt to send an email that is determined to contain sensitive data. 
 

 
In the case the DLP mis-flagged an email as containing sensitive data in error, you can override the policy by clicking the override link.  A screen like this will appear:
 

 
You must put a reason for this override in the field provided.  These will be reviewed by our Information Technology security team and you will be contacted to discuss the override at a later date. 
 
Information Technology takes security of all LIU information systems, assets and data very seriously.  As is the case with any new solution, there may be unforeseen issues that arise.   Please communicate with us and let us know how the process is going for you.
 
For more information about IT security best practices, policies, and your IT services visit it.liu.edu.

 

 

2018-03-16T11:25:52+00:00