RamProof Secure Email
When sending sensitive information and information protected by FERPA outside of the organization, the email must be sent as an encrypted email. This may include student transcripts, social security numbers, tax information, financial information, and any other data classified as Category I as stated within our Data Classification Standard.
How to Send Secure Encrypted Emails:
1. Begin your email subject line with any of the following tags; Secure, Encrypt, [Encrypt], [Secure]. As an example and as shown in the image below, the subject of an email could be [encrypt] Super secret message inside
a. In this example, the email would be sent as an encrypted email because [encrypt] is at the beginning of the subject line.
Encryption Tags: Any of the following can be used and must be placed at the beginning of your subject.
- Encrypt
- encrypt
- Secure
- secure
- [Encrypt]
- [encrypt]
- [Secure]
- [secure]
2. Compose your email as usual, including any attachments.
3. Once the encrypted email is sent to an external recipient, they will receive a notification indicating that they have received a secure message.
a. Your recipient's email system may provide warning messages, which is normal since the email system cannot review the contents of the encrypted message. An example of a warning message is in the image below.
4. The recipient will open the .html attachment, which will prompt them to create an account or sign-in with an existing account to access the secure message.
5. Additional instructions on accessing the email from a mobile device are located within the email itself and are shown in the example image below.
