Email Encryption Overview

Anyone who sends sensitive information to external (outside of UC San Diego) recipients must use encryption.

In the course of the academic mission and day-to-day administration, UC San Diego handles large amounts of personal data. Much of this data is not sensitive and is, in fact, publicly available. However, some of it is sensitive, including personal, financial, medical, and legal information.

Prominent examples of data protected by federal and state laws, university policy, and our general recommendations follow. (Context can play a role in data sensitivity so this list is not exhaustive):

• Do not send the following over encrypted or unencrypted email:

  • Credit card numbers

• You must encrypt:

  • Health and Medical information that contains any of the 18 specific identifiers
  • First name or first initial and last name in combination with any one or more of the following data elements:
    • Social Security Numbers
    • Driver's license number or California identification card number
    • Account number, debit card number, in combination with any required security code, access code, or password that would permit access to an individual's financial account
    • Medical information
    • Health insurance information
  • A user name or email address, in combination with a password or security question and answer that would permit access to an online account.

• We suggest you encrypt:

  • Student record information (FERPA)
  • First name or first initial and last name in combination with any one or more of the following data elements:
  • • Passport numbers
    • Foreign visa numbers
    • Mother’s maiden name
    • Birth month, day and year
    • Biometrics (fingerprint, retina scan, etc.)
  • Sensitive HR and employee information

This method of encryption can only be used between external recipients and your UCSD email account. If you have a need for end-to-end encryption, please contact the ITS Service Desk or the Health IS Service Desk.

Information and files stored on your computer and in your sent items folder are not encrypted unless you are taking additional action to do so. Consult with your local IT security personnel for advice and detail.

To forward an encrypted message, the first recipient must initiate a new email message and mark it "secure:" in the subject line. Note, if a recipient just forwards a secured message, the new recipient(s) will not be able to decrypt the message.

The Proofpoint Secure Email system is designed to encrypt messages to external recipients. If you initiate an encrypted message, it will be encrypted as it leaves the UC San Diego border email gateways.

No, you must have access to the Proofpoint Secure Email.