Re: Question about confidential data in emails.

[Thomas Carter <tcarter () AUSTINCOLLEGE EDU>]

From discussions with our financial aid folks, it sounds like the Department of Education will begin requiring 
something like this for all financial aid communications. As I understand it, you must have a secure method of 
communicating sensitive data and if you receive it via email, follow Frank’s process below along with instructions on 
how to send the data using the secure method.

Thomas Carter
Network & Operations Manager / IT
Austin College
900 North Grand Avenue
Sherman, TX 75090
Phone: 903-813-2564
www.austincollege.edu<http://www.austincollege.edu/>

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Pesino, 
Sherry
Sent: Tuesday, March 6, 2018 8:14 AM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: Re: [SECURITY] Question about confidential data in emails.

We have discussed not accepting the emails. This should work for emails received from organizations, like other state 
agencies, (yes some still send confidential data via email) but what if a student sends copies of tax returns or other 
confidential data via email. Most of our registrars and financial aid folks would be reluctant to send it back to a 
student. Not wanting to give the student additional hoops to jump through.

Sherry

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Jones, 
Mark B
Sent: Tuesday, March 6, 2018 9:00 AM
To: SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>
Subject: Re: [SECURITY] Question about confidential data in emails.

This sounds like what I was trying to say, but Frank did a better job of it.

+1

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Frank 
Barton
Sent: Tuesday, March 06, 2018 7:11 AM
To: SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>
Subject: Re: [SECURITY] Question about confidential data in emails.

This is actually a question that came up as part of our PCI process.

The 'official' response that we got to our question was that
(a) we should make sure that we indicate not to send [CHD] over email
(b) We should not process anything based on the information we received over email
(c) we should redact and reply that we can't process it based on unencrypted email.
(d) delete the original email

Frank

On Mon, Mar 5, 2018 at 9:16 AM, Austin Bollinger <austinbollinger () grcc edu<mailto:austinbollinger () grcc edu>> 
wrote:
In your Office 365 environment, you may use DLP 
policy<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__support.office.com_en-2Dus_article_create-2Da-2Ddlp-2Dpolicy-2Dfrom-2Da-2Dtemplate-2D59414438-2D99f5-2D488b-2D975c-2D5023f2254369%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3DuE_O55sBR5xfGS0tcfb-YoynZmNq0SmmSyEOtuVUZ6U%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=fw0cHn5fLE3rNk%2FCbotmM1B3zhQQnsWMmLwxl%2BUhjuI%3D&reserved=0>
 for locating emails containing confidential info.

Then it sounds like you want to delete emails within your 
organization<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__support.office.com_en-2Dus_article_search-2Dfor-2Dand-2Ddelete-2Demail-2Dmessages-2Din-2Dyour-2Doffice-2D365-2Dorganization-2Dadmin-2Dhelp-2D3526fd06-2Db45f-2D445b-2Daed4-2D5ebd37b3762a%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3D5oDPU_x1Al0RwobmJIYDoTLZV7Vs2gm6oTgemGUenTU%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=ql1KXM7qm64ckh7q7M9px6GuXVtve7HQS%2BxrI0SzC6U%3D&reserved=0>.

Beyond this, you may want an email security gateway solution or service. One vendor that comes to mind is Barracuda, 
there is Essentials for an 
all-in-one<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__www.barracuda.com_products_essentials%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3DzBVV7ko-GX7hb9co-YI3xuXzlEV7diTg9Tmb1g471UI%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=QZ9j9a1wzMUZm1%2FyIffEQ1b%2F3142p6ixZSuQjKCtoJk%3D&reserved=0>
 supporting Office 365.


Best Regards,
Austin Bollinger
Information Security Analyst
IT at Grand Rapids Community College
(616) 234-2537<tel:(616)%20234-2537>
austinbollinger () grcc edu<mailto:austinbollinger () grcc edu> | 
www.grcc.edu/informationtechnology/informationsecurity<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttp-3A__www.grcc.edu_informationtechnology_informationsecurity%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3DrdH_guo8WcfDMANpaNgFe5PpYG6VUSTvIR9NnpfAO2Y%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=3XGfdMAE4NvrrkqpwCHVx9i4Z8jLLQ1AKEgUtFV77po%3D&reserved=0>

> > > "Martinez, Brian" <brm () MSU EDU<mailto:brm () MSU EDU>> 3/5/2018 8:21 AM >>>
Why, you’d almost need some sort of… Reverse DLP?!

Seriously though, I realize Mark clarified what he meant, but I did spend a few minutes this morning trying to find if 
something like that existed. How does one prevent themselves from accidentally receiving confidential information? NDA 
was the best answer I could find via Google. But even if you’ve signed one with the vendor, that doesn’t prevent it 
from showing up in your inbox.

Any interesting area of thought though. “Limit your liability by preventing the receiving of confidential data. 
[Buy|Download] our product!” Something cybersecurity insurers will no doubt be working on in just a few years’ time. :)

Cheers!

Brian R. Martinez
Information Security
Michigan State University
Office: +1-517-884-8791<tel:(517)%20884-8791>
brm () msu edu<mailto:brm () msu edu>

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () 
LISTSERV EDUCAUSE EDU>] On Behalf Of Hudson, Edward
Sent: Monday, March 5, 2018 12:23 AM
To: SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>
Subject: Re: [SECURITY] Question about confidential data in emails.

I am curious how one would do that (Refuse to receive confidential data sent by unencrypted email).

Thanks
Ed


Ed Hudson
Interim Chief Information Security Officer
[/Users/ehudson/Library/Containers/com.microsoft.Outlook/Data/Library/Caches/Signatures/signature_484909560]
401 Golden 
Shore<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__maps.google.com_-3Fq-3D401-2BGolden-2BShore-2B-250A-2BLong-2BBeach-2C-2BCA-2B90802-26entry-3Dgmail-26source-3Dg%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3D6lgsBxQqREse_fmVdYv_0j8H8lOkbpLpKQ72-s5D6bw%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=2l5BP9z6sC6u4CyTHc6UyovKANYyJ4JqD%2BNcH1YSuxI%3D&reserved=0>
Long Beach, CA 
90802<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__maps.google.com_-3Fq-3D401-2BGolden-2BShore-2B-250A-2BLong-2BBeach-2C-2BCA-2B90802-26entry-3Dgmail-26source-3Dg%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3D6lgsBxQqREse_fmVdYv_0j8H8lOkbpLpKQ72-s5D6bw%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=2l5BP9z6sC6u4CyTHc6UyovKANYyJ4JqD%2BNcH1YSuxI%3D&reserved=0>
Tel 562-951-8431<tel:(562)%20951-8431>
ehudson () calstate edu<mailto:ehudson () calstate edu>

I subscribe to e-mail classification: i=Information, a=Action, u=Urgent



From: The EDUCAUSE Security Constituent Group Listserv <SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV 
EDUCAUSE EDU>> on behalf of "Jones, Mark B" <Mark.B.Jones () UTH TMC EDU<mailto:Mark.B.Jones () UTH TMC EDU>>
Reply-To: The EDUCAUSE Security Constituent Group Listserv <SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () 
LISTSERV EDUCAUSE EDU>>
Date: Sunday, March 4, 2018 at 7:51 PM
To: "SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>" <SECURITY () LISTSERV EDUCAUSE 
EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>>
Subject: Re: [SECURITY] Question about confidential data in emails.

I’m not sure if we have a policy for this.
My personal opinion is that such mail should be rejected.  You should refuse to receive confidential data via 
unencrypted email.


From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Pesino, 
Sherry
Sent: Wednesday, February 28, 2018 1:31 PM
To: SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>
Subject: [SECURITY] Question about confidential data in emails.

Looking for some guidance in dealing with confidential data in email.

How do you handle when outside entities send confidential data via email and that email needs to be retained and if 
not, then how is it securely deleted? Saving an email out of an O365 mailbox and deleting an email may not securely 
remove the mail in all forms that Microsoft stores that email in the mailbox. Scrubbing the info from inside an email 
may not fully scrub it.   Just wondering if there are any procedures anyone uses to securely redact/scrub content from 
an email and procedures for handling when confidential data is sent from an outside entity?

Thank you,
Sherry
____________
Sherry Pesino
Information Security Program Office
Connecticut State Colleges and Universities
61 Woodland 
Street<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__maps.google.com_-3Fq-3D61-2BWoodland-2BStreet-2B-250A-2BHartford-2C-2BCT-2B06105-26entry-3Dgmail-26source-3Dg%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3Dmktv0_t-OiO84kEq3Oz_-qJAk_tBXT_6d7J9qPtjHdM%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=BdAcN5X10ZtZBtcIhzuNBSSfvUbBfVSfhUig12r2qGw%3D&reserved=0>
Hartford, CT 
06105<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__maps.google.com_-3Fq-3D61-2BWoodland-2BStreet-2B-250A-2BHartford-2C-2BCT-2B06105-26entry-3Dgmail-26source-3Dg%26d%3DDwMFaQ%26c%3D6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ%26r%3DjgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM%26m%3DYq-PZ_UI19iDnGv9YEJGbDXF_QczWGWBxcnSnZsATrM%26s%3Dmktv0_t-OiO84kEq3Oz_-qJAk_tBXT_6d7J9qPtjHdM%26e%3D&data=02%7C01%7CSPesino%40commnet.edu%7Cea4b0ad05d9941fee30c08d5836a8146%7C679df878277a496aac8dd99e58606dd9%7C0%7C0%7C636559415828792361&sdata=BdAcN5X10ZtZBtcIhzuNBSSfvUbBfVSfhUig12r2qGw%3D&reserved=0>
860-723-0021<tel:(860)%20723-0021>
pesinos () ct edu<mailto:pesinos () ct edu>




--
Frank Barton
Security+, ACMT, MCP
IT Systems Administrator
Husson University