Encrypting Stored Data

What is Encryption?

Encryption is the translation of data into a secret code. Encrypted files require you to have access to a secret key or password that enables you to decrypt it. Encryption of personal data protects it from the notification process in the event of an exposure to unauthorized persons. Encryption includes not just file and folder encryption but also the transport of personal information via secure communication paths like Virtual Private Networks (VPN) or encrypted e-mail.

Why do I need it?

Encryption is just one tool available to you. In addition to using best practices, encryption helps keep your files and folders protected in the event of loss, theft, or other unauthorized access. It also protects the transmission of protected information and data. Several items in Ohio Revised Code §1347 refer to the use of encryption and its impact on the notification process.

PGP Whole Disk Encryption

University license holders looking for information on the PGP Whole Disk Encryption project or the administration and installation guides for that product should check out the PGP Encryption project and resource page.

Free Operating System Encryption Resources

Here are a number of encryption resources, including printable instructions for more computer savvy users and 8help articles that walk through the process of activating the built-in file and folder encryption options in Windows and Mac OS X operating systems.

• Macintosh:
  • How to encrypt your Macintosh OS X user directory using Filevault
  • Printable PDF
  • Detailed 8help article
• PC:
  • How to encrypt PC folders and documents using EFS under Windows XP
  • Printable PDF
  • Detailed 8Help article
• Other:
  • Encryption Presentation: Provides an overview of why it is important to encrypt, what tools are available, caveats, and Mac and PC "How To".

Additional Precautions

Simply removing Social Security numbers from electronic and paper documents goes a long way toward neutralizing the threat of legal action should those files be exposed. Removing SSNs completely or scrambling the numbers is one effective way to protect student information in the event of a computer theft.

Use safe unique identifiers such as a students "name.n" whenever possible and remove protected personal information from documents you intend to store.

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