Appendix A: Encrypting a File and / or Message

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1 Appendix A: Encrypting a File and / or Message Encryption is defined as the conversion of something to code or symbols so that its contents cannot be understood if intercepted. USDB has approved three options for encrypting and sending PII. Method 1: Sending An Encrypted NOTE: Only the following applications and platforms are supported for this method. Google Chrome, Mozilla Firefox, iphone & ipad, Android, and Outlook 2010 & 2013 For these instructions I will be using Gmail using the Google Chrome web browser. If you need help with another application or platform, please contact the USDB help desk. Go to to download and then install the appropriate version of Virtru software for the application you re using. See above for supported applications. If using an iphone, ipad, or Android device, search for Virtru Encryption from your device s App Store. DATA MANAGEMENT - USDB 1

2 After you ve downloaded the Virtru application, sign into your Gmail account using Google Chrome. Once you have logged in, you will be presented with a quick tutorial that will guide you through how to send an encrypted . To send an encrypted using Gmail in the Chrome web browser: 1. Click compose 2. You will initially have to click the button to do a one time activation of your Virtru account. 3. To send an encrypted , slide the button, in the top right corner, to the right. 4. Add recipients and a subject as you normally would. 5. You can also add an unencrypted personal introduction in the space provide to your private to let people know that the is genuine and not spam. 6. Type the information you want encrypted below the blue dotted line and then click send. DATA MANAGEMENT - USDB 2

3 Method 2: Creating an Encrypted PDF Document NOTE: Adobe Acrobat XI Professional software must be installed. If it is not installed on your computer, please contact the USDB help desk The recipient of the encrypted file will need Adobe Reader XI or higher in order to open the file. Adobe Reader XI or higher can be downloaded for free from Adobe s Website: DATA MANAGEMENT - USDB 3

4 You ll first need to convert the documents with sensitive PII into PDF format if they are not already. Below we show you how to convert a Microsoft Word document into a PDF. Converting a MS Word document to a PDF 1. Open the MS Word document. 2. Go to File > Save as Adobe PDF (pictured below). 3. Open the converted PDF document in Adobe Acrobat XI. 4. Select Tools > Protection > Encrypt > Encrypt with Password in the upper right side bar (pictured below). 5. Click Yes when prompted to change the security of the document (pictured below). 6. Check the box Require a password to open the document. 7. Enter a password using a mixture of letters, numbers, and symbols. 8. Change the compatibility to Acrobat X and later. This will allow the document to use a stronger encryption level. Note: You can also set additional permissions to restrict editing and printing if needed. 9. You will be asked to confirm the Document Open Password, retype the password that you entered on the previous screen, in the text box. 10. Save and close the document. 11. The new encrypted PDF file can now be sent to the recipient. NOTE: In a SEPARATE medium (i.e. by phone or in person), provide the password to the recipient(s) of the . Never include the password in the same as the encrypted PDF. DATA MANAGEMENT - USDB 4

5 Method 3: Using Google Drive to Securely Share a Document 1. Upload the document you would like to share, to your Google Drive account. 2. Follow the instructions given to share a document or folder at the following link: 3. Make sure that you only share with specific people that need to have access. See how to set share permissions on Google Drive: DATA MANAGEMENT - USDB 5

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