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 Encryption
 

Best Practices When Using Encryption

Full information on Encryption requirements at CUMC can be found within the IT Policies, Procedures and Guidelines area of our website. The information and instructions here are for general use, anyone connecting to Medical Center resources must be aware of all requirements and be sure that they are in compliance.

In compliance with the Columbia University Data Classification Policy you are required to protect any sensitive data with encryption. Methods for file sharing and transfer include:

  • Sharing files using a CUMC IT managed network drive. Many departments at CUMC use folders stored on a P: drive for shared access to approved employees.
  • Sharing files via email. Remember that University Policy prohibits the use of personal or non-institutional email addresses for University business purposes.
  • Sharing files through SharePoint, which allows approved employees granulated access to different areas of a SharePoint site including document libraries.
  • Transporting files with hardware encrypted USB keys. These are often the easiest choice for lectures, conferences, and meetings outside of CUMC when you cannot access your normal network resources.  However you must comply with all requirements for Data Use and Storage as well as those for Mobile Peripherals.
  • If you use Symantec Endpoint Encryption (SEE - formerly called GuardianEdge) please see links in the left navigation column of this page for specific information on using Symantec.

Additional Guidelines and Requirements

  • If you are traveling, it is recommended that you email the file to your Columbia.edu account in case you lose your USB key or it gets damaged during travel. Be sure to follow Email Use requirements.
  • Files that contain sensitive data that you are emailing to an address outside of Columbia must be encrypted. If you have a CUMC Exchange account please use the Secure Email Gateway; computers with Symantec Endpoint Encryption installed can encrypt files before attaching. Otherwise see Encryption Recommendations for individual file encryption programs.
  • The security of data is the responsibility of the owner—YOU.  This refers to files that are shared on network resources, transferred to portable drives, or transmitted via email. Please exercise caution and follow all encryption requirements.


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Last updated 11/19/2013

 
 
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