Encrypting and Storing Files
If sensitive information must be kept, keep it encrypted.
Using Encryption
Encrypting files provides added protection in case those files end up in the wrong hands. Encryption is especially important for sensitive information, and for sensitive or personal documents on laptops or other mobile devices.
If you send sensitive information via e-mail, encryption must be used before transmission. The password to access the file must not be sent through e-mail or stored on a publicly viewable web page.
| Encryption Need | Program | Method |
| One or two sensitive files | WinZip or MS Office | Encrypt individual files or folders |
| E-mail or online storage of sensitive files | WinZip or MS Office | Encrypt individual files or folders |
| Routine work with sensitive files | TrueCrypt | Create an encrypted container |
| Sensitive device needing full encryption | TrueCrypt | Use whole disk encryption |
Encrypting a File for E-mail, or Occasional Use
If you only have one or two files that need encryption, or you need to e-mail a sensitive document, the easiest method is to use built in encryption from Microsoft Office, or WinZip. WinZip can package and compress any file, providing encryption and password protection. If using MS Office versions 2000 or 2003, it is important to follow the full directions below to ensure a high enough level of encryption is enabled. Office 2007 works fine using default options. Avoid using your MyID password, or the password used to log into your computer, and follow the Password Guideline to ensure your files are protected with a strong password. Here are some links to ways to encrypt files and folders:
- Encrypting Microsoft Word or Excel 2000 - 2003 files
- Encrypting Microsoft Word or Excel 2007 files
- Encrypting any file using WinZip (download at winzip.com)
- Encrypting folders in Mac OS X
Using TrueCrypt
TrueCrypt is an open source encryption system that provides a highly versatile and powerful set of tools for encrypting files, folders, or entire drives. TrueCrypt is free and works on Windows, OS X,and Linux. TrueCrypt is recommended for anyone who must handle or store sensitive information on a regular basis, especially on mobile devices.
