1. In a simple text editor (Notepad, Notepad++, jedit, etc.) create a text file (SendToTAP) that contains your sensitive data information. [Note the location where the file is stored on your computer.] In the file include these numbers: SSN, bank routing, bank account, passport, your ndid 9-digit number. Be sure to label what each number is. [Do not use a word processing program because such can introduce codes that in testing interfered with the encryption of the file.] After entering your last sensitive data item, please press ENTER 5 times. Following that type your full name. This assures that the file is large enough for me to inspect and it tells me whose file I am looking at. Here is an example: 2. Next prepare the data you will be sending the TAP in as many or few files as you need to capture the data. For example, prior year tax returns likely will have to be scanned into electronic files. Save those files in PDF format, not jpeg or other image files. The power of attorney forms should be completed and then saved in PDFs after you have signed the forms. The government does not accept-as-legal any unsigned forms. Save these in PDF files. Save as much as possible
in PDF files; other formats cause problems for me. I may have to ask you to scan your information into PDFs. An excellent, free PDF creator/reader for Windows can be downloaded at this address: http://www.primopdf.com/. Download free PrimoPDF (NitroPDF is not free). 3. This next instruction assumes previously you successfully downloaded and installed to your desktop the 7-zip File Manager. As part of the install process, create a desktop short-cut. Download 7-zip for Widows here: http://www.7-zip.org/download.html; [find a Mac version lower down the page]. For both Windows and Mac, use the version suited to your system 32- bit or 64-bit.
Click on your desktop short-cut to open the 7-zip program s Graphical User Interface (GUI). 4. Scroll to the location(s) of the file(s) you created. Select the file(s). [See image above where these instructions are selected.[ In your case you will have scrolled to where you saved all your PDF-format information files. 5. On the 7-zip menu bar (with the file(s) selected in step 4), click on the ADD icon. The ADD icon is the beginning of the process to place your files into a compressed, encrypted zip file. In this example, all the files to be sent to TAP have previously been moved to: C:\Temp\SendToTAP.
6. Step 5 opens an 'Add to Archive' window. In the first box labeled 'Archive' the name of your file created in step 1 appears with the.7z suffix showing. Leave unchanged all the default values in the left column fields of the window. 7. In the right column for the 'Update Mode' box select 'Add and replace files'. (See image above.) Under 'Options' leave all options not checked. Doing so retains the.7z suffix for your file. 8. Under 'Encryption' enter your password to encrypt the file. Enter it a second time for verification purposes. You can click on the 'Show Password' box for visual inspection of your typing. Be sure to record that password exactly as you entered it (show upper and lower case and any special characters). You will need to send it to the TAP in order for the TAP to open your file. [When sending the password, make clear whether a period is part of the password or not, especially if you place the password at the end of a sentence.]
9. Select 'AES-256' as your encryption method; check the 'Encrypt file names' box. See the image above. Lastly, click OK. 10. Step 9 results in closing the 'Add an Archive' window and at the same time creating your archive (your saved compacted, encrypted data) in the folder that contains the files you selected in step 4 above. See the image below. The compacted archive is SendToTAP.7z.
Your file sizes compared to those in the image above will likely be larger. The example above is suing small-sized files. 11. Test your new archive by double clicking on it to open it. You should be asked for the password used to encrypt it. If you properly type the passoword, the archive opens and gives you access to the files within it. 12. Create an email to send the encryption password to the TAP (taptax@nd.edu). Send it first. 13. Second, create another email to send the encrypted, compressed sensitive data to the TAP. Attach the newly created archive to that email (in this example that file is SendToTAP.7z). Do not include the password for the archive in that email. Send this email on the day after sending the password email.