To better protect the sensitive data that the University of Delaware collects, all computer files that contain confidential, sensitive, or high-risk information must be encrypted.
Encryption is a process whose goal is to make data usable only by those who are authorized to do so. When you encrypt a file you use a specific key to make a copy that is generally unreadable. The file can only be decoded using a matching decryption protocol and an appropriate decryption key. In essence, encryption is a form of digital lock that prevents anyone from accessing data without one of these keys. If a computer is stolen or used by someone without permission, encrypted files and folders will be inaccessible.
Guidelines
Learn more about the University of Delaware's PII guidelines:
There are several ways to encrypt files containing PII. IT uses AES Crypt to encrypt files containing Social Security Numbers (SSNs) found during routine scans of University servers. If you see a file with the ".aes" file extension, it has been encrypted. To receive the password to decrypt the file, you must contact the IT Support Center.
In addition to AES Crypt, both Windows and Mac operating systems have built-in encryption functionality. Microsoft Office for both Windows and Mac also has built-in encryption specifically for Office documents.
We have published directions for installing and using AES Crypt on Windows computers. |
If you require assistance using AES Crypt on a Macintosh or Linux system, check with your department's IT professional or contact the IT Support Center. |
Native encryption for Windows allows you to encrypt folders or individual files. |
Native encryption for Mac allows you to encrypt folders by converting them into disk images. |
Microsoft Office's built-in encryption allows you to directly and easily encrypt Office files from within their respective applications (Word, Powerpoint, Excel). The encryption is automatically updated with each save, which helps streamline your workflow while maintaining PII security. |