Technology for Transmitting Information Securely
DESCRIPTION: A method of exchanging digital messages from an author to one or more recipients.
PURPOSE: For transmitting information on behalf of the department across an electronic network.
ACCESS: All employees. Size limitations for attachments: 20 MB for internal correspondence; 13.5 MB for external. May require encryption, depending upon recipient.
Self-serve tools available on iService.
DO's and DON'Ts for Encryption | DO's and DON'Ts for Permissions and Delegations
Information CLASSIFICATION for this Device:
Yes
As per Appendix 3: Requires the use of department-approved E-mail system within departmental firewall. Requires the use of department-approved encryption software (Entrust, DOCX 128 KB) for outside the departmental firewall.
Never
Faxes
DESCRIPTION: A telephonic transmission of scanned printed material (both text and images).
PURPOSE: For transmitting information on behalf of the department across a telephone line.
ACCESS: All employees.
Information CLASSIFICATION for this Device:
Yes
Yes
Secure FAX required (Admiral Secure Products). Contact Regional Security Office for guidance.
Yes
Use only Secure Communications Interoperability Protocol (SCIP) devices (see Appendix 3). Contact Regional Security Office for guidance.
Skype
DESCRIPTION: Instant messaging program. Sharing your desktop for the purpose of demonstrating/illustrating/highlighting for training/coaching/support. Videoconferencing available.
PURPOSE: For sharing information using text in a real-time online setting. Conversations can be saved. Functions can include shared documents, sharing your desktop, and video conferencing.
ACCESS: All employees.
Self-serve tools available on iService.
Information CLASSIFICATION for this Device:
Yes
Yes
Never
Scanners
DESCRIPTION: A device that captures images from photographic or text sources, such as prints, posters, magazine pages, and similar records, for computer editing and display.
PURPOSE: Commonly used to create an electronic version of a hard copy document (ex. travel receipts, ROEs). To reduce space and retain copy quality.
ACCESS: Various photocopiers have a scan function. Available by location.
Self-serve tools available on iService.
Information CLASSIFICATION for this Device:
Yes
Confidential Print-to-PIN highly recommended.
Use Confidential Print-to-PIN or personal printer.
Wireless Devices
DESCRIPTION: A communications device that does not require a physical wire for relaying information to another device.
PURPOSE: Working online, connected via VPN (Virtual Private Network) or secure Wireless connection. Data files must never be stored on the device.
ACCESS: Devices include departmentally provisioned Blackberrys, smartphones, cell phones and tablets.
Self-serve tools available on iService.
DO's and DON'Ts for these Devices
Information CLASSIFICATION for this Device:
Yes
Never
Never