Legal guidelines and the university policy dictate that personally identifying information, including ID numbers, may not be sent visible in an email. Link to the full information security policy – Here

Every email sent from a Savion account will be scanned by an InfoSec system for such personally identifying information.

In cases where an email includes content (including an attachment) with 2 or more ID numbers, a warning\recommendation will be sent to put the ID numbers in an encrypted attachment.

The proper way to send ID numbers is to put them in a file, and encrypt the file with a password. The password must not be included in the email, but rather sent through a separate medium (phone call, SMS, WhatsApp message, etc.)

 

File Encryption via Filesender

Encrypting a Word file - Windows

Adding a password to an Excel file - Windows

Encrypting a Word file - Mac

Adding a password to an Excel file - Mac