Have you ever needed to send sensitive data to someone outside of Duke? If you are working with sensitive data (personally identifiable data, medical records, student information, etc.) and you need to share it, here’s how to protect it and get it to the right person, whether they are affiliated with Duke or not …
But first, here’s our Tech Tip of the Week …
Interesting facts about your Duke email. Ever wondered what your limits are with your Duke email?
- You can send 10,000 messages per day
- You can send email up to 500 recipients on a single message
- You can send 30 messages per minute
- The total size of your email attachments cannot exceed 20 MB
The only one of these limits most of us will reach is the email attachment limit. Need to send more?
Simple. Use Duke Box.
Sensitive Data
Duke understands that there are times you will need to send sensitive information to individuals or groups external to Duke. There are several ways to do this, based on how much data you need to send.
Is your data sensitive? Look for:
- Personally identifiable data – any information about an individual
- Protected Health Information – PHI, SEI
- Student information – anything about students
- Confidential information – anything you wouldn’t want someone else to see
Not sure? Better safe than sorry – protect it before sending it.
Sending via email
Using Outlook on your computer, you can type any of the following at the beginning of the subject line:
- (secure)
- [secure]
- (send secure)
- [send secure]
Using Office 365 on the web? Here’s what you do:
- Click New to begin a new message
- Click the ellipsis (three dots) in the new message window
- Set permissions from the drop-down menu
- Select Sensitive Electronic Information (SEI)
But … best to try it out first
Never sent a secure email before? We recommend that you try it out so that you can understand the entire process. Here’s how:
- Start a new email from your Duke email account
- Address it to your home (non-Duke) email address
- Follow the instructions above for sending secure email
- Make sure you have something in the message body – something simple like “Test Email”
- Press Send
- Open your home or non-Duke email address
- Open the secure message
We recommend that you go through the entire process (registration included) so that you are familiar with the process and can instruct your recipient if they have any problems.
Attachment too large for email?
If you have to send someone a file larger than 20MB, you can use Duke Box and share the file with whomever you provide access.
Extra Credit
Speaking of secure data, here’s a link to Duke’s Data Classification. If you’re sending any data that can be classified as Sensitive, be sure to send it securely.
