Colleagues,
I’d like to take a minute to introduce to you an important new security tool for your use.
ITS has implemented the ability to easily encrypt messages for secure delivery to Hudson Valley Community College employees and external recipients. This will enable you to send sensitive information via email without putting that information at undue risk of unauthorized access. Please use this feature to protect messages when you are sending any private information via email.
New York State law requires that we take reasonable precautions to protect our students and employees when handling their private information.
The New York State Shield act defines “private information” as the following:
- Personal information consisting of any information in combination with any one or more of the following data elements, when either the data element or the combination of personal information plus the data element is not encrypted, or is encrypted with an encryption key that has also been accessed or acquired:
— social security number
— driver’s license number or non-driver identification card number
— account number, credit or debit card number, in combination with any required security code, access code, password or other information that would permit access to an individual’s financial account;
— account number, credit or debit card number, if circumstances exist wherein such number could be used to access an individual’s financial account without additional identifying information, security code, access code, or password; or
— biometric information, meaning data generated by electronic measurements of an individual’s unique physical characteristics, such as a fingerprint, voice print, retina or iris image, or other unique physical representation or digital representation of biometric data which are used to authenticate or ascertain the individual’s identity
2. OR a username or e-mail address in combination with a password or security question and answer that would permit access to an online account.
Our new encryption tool complies with the “reasonable protection” clause of this legislation. Please use it liberally.
To encrypt a message to INTERNAL HVCC staff:
In your compose message window, click on the Sensitivity option and choose Hudson Valley Community College [Confidential]. Depending on your email client, the Sensitivity option may be located under a sub-menu designated by an ellipsis (…), an options tab, or a more option.
To encrypt a message to recipient(s) EXTERNAL to HVCC:
Choose the encrypt option and choose “Encrypt Only.” You can also select Do Not Forward to impose additional restrictions on your message. This extra security can also be applied to messages for internal staff. Depending on your email client, the Encrypt options may be located under a sub-menu designated by an ellipsis (…), an options tab, or a more option.
How to open an encrypted message from someone else
If you are using any of the pre-installed webmail clients in VDI or on HVCC physical builds, you should not have to take any additional action to read encrypted secure messages.
If you are using an old or unsupported email client, you may be automatically directed to log into the Office365 Webmail before you can read the message.
Note: Not all mobile email applications can encrypt or read these secure encrypted messages. For maximum compatibility, we recommend downloading the Microsoft Outlook app from your available app-store. ITS will continue to add capabilities to this tool and increase its compatibility with more devices.
What about automated emails/reports I receive from Banner?
Over the next few days, ITS will begin to encrypt these messages by default as they are generated. When you forward a message that has been previously encrypted, the forwarded message will automatically retain that encryption.
How can I get support?
We are ready and willing to assist you if you experience any issues. If you would like additional help with the technology you are using for remote work, visit the Employee Remote Access webpage, call the ITS Help Desk at (518) 629-7364 or email techsupport@hvcc.edu.
Published: Mon, 30 Mar 2020 12:10:52 +0000 by j.brennan