Sending Emails with Secure Information

📌 Purpose

• To help users understand how to protect sensitive information, such as payment data, when sending documents via email.

👥 Audience

• Faculty / Staff

🖥️ Applies To

• Windows / macOS / Web Based

🛠️ Instructions

1. Before sending sensitive documents (such as those with payment info), always encrypt them to protect the data.
2. For PDFs, follow Adobe’s guide to add a password: How to encrypt a PDF file for email | Adobe Acrobat.
3. Do not send the password in the same email. Instead, call the recipient to share it securely.
4. This process ensures compliance with the GLBA and helps protect confidential data.

💡 Troubleshooting & Tips

• Issue: Unsure how to encrypt a PDF – Use Adobe Acrobat or contact IT for help with alternate tools.
• If you're sending sensitive data and need assistance, reach out to the Technology Services Center.