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

Beginning on the 22.4.2025, 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.)

Beginning on the 22.7.2025 no emails or unencrypted attachments with ID numbers may be sent. For assistance, please contact the Computation Coordinator or the IT center.

 

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