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Encryption: What, When, How
What is encryption?
Encryption is the conversion of information into a format that is unreadable by unauthorized users. An encrypted computer file can only be opened by those possessing the appropriate key or password. When an encrypted message is converted back to readable information, it is said to be "decrypted."
When should I use encryption?
Some UWF employees work with confidential information such as Social Security numbers. Those entrusted with this information have the responsibility to prevent it from being improperly exposed, which sometimes requires encryption.
Files saved on an ArgoNet drive (H:, I:, and some departmental drives) are protected by your ArgoNet password and may not require encryption (depending on the required level of protection). Confidential files saved elsewhere, such as your hard drive or a USB key should be encrypted. Confidential information that will be transmitted via email should also be encrypted.
See below for information on foreign travel with confidential information.
How do I encrypt a file?
The ITS Help Desk supports the two encryption options detailed below. Your encryption needs may vary. For assistance determining the best encryption option for your scenario, please contact the ITS Help Desk.
- Encrypt one or more files - best choice for email attachments
7-Zip for Windows
7-Zip/7zW for Mac
7-Zip is an easy-to-use option for the encryption and decryption of files. This option is often used for confidential email attachments. When used in email, both the sender and the recipient must install 7-Zip. When the file is encrypted, a password is selected that must be shared among all individuals accessing the file. 7-Zip can also encrypt a folder containing multiple files.
- Encrypte a section of your computer or storage device - best choice for USB drives
TrueCrypt for Windows and Mac
TrueCrypt creates an encrypted file container that acts like a folder. Any files placed within the file container are automatically encrypted. This solution is more complex, but a good choice for use with USB drives and other storage devices.
Foreign travel with confidential informationU.S. export laws significantly restrict foreign travel with encryption software. If you have to take a computer abroad, use a "clean" laptop that does not include restricted software or data, and then carry a USB key with your information. Another alternative is to use remote desktop to connect to a computer in the U.S. that contains the information you need. Never travel with sensitive information unless absolutely necessary. Foreign governments are known to target electronic media carried by U.S. citizens travelling abroad, and some countries access files upon entry into the country. When travelling abroad, computer hardware and software may require an export license. |