Document Protection

We do not recommend storing documents with sensitive information in them. Whenever possible, we ask that you delete the file and then be sure to empty the file from the recycle bin.

If removing the file is not possible, please follow the instructions, below, to encrypt the file.

PDF Files

If the document you wish to apply protection to is a PDF, follow the instructions at this Securing PDFs with Passwords page to add a password/encrypt the file. You will need Adobe Acrobat to complete these steps.  Installation instructions are found in the Related Articles section of this page, under Adobe Creative Cloud Installation Guide.

Once you assign a password to the file, please call the people you are sharing the file with to let them know the password.  Do not email the password along with the file or in a separate email.  Email is not secure and can be openly read among network traffic.

ITD Lab How-To Video

Other File Types and Email Attachments

For files that are not PDF or Microsoft 365, like .JPG, .PNG, .RTF or .TXT, it is recommended to use 7-Zip for encryption.  Zipping a file is not ideal for files that need editing often since the file cannot simply be opened, edited and re-saved directly to a .ZIP file.  Using Adobe Acrobat or Azure Information Protection is a better encryption method for current files that need editing.  7-Zip can also be used as a more generic method of encrypting files that will be sent via Email.  View the Related Articles section, on this page, to view instructions on encrypting email attachments using 7-Zip. 

Microsoft 365 Files

Azure Information Protection (AIP) is available for install, from the SVSU Software Center, to protect documents that might contain sensitive information from unauthorized access.  Using AIP, a protected file is saved in an encrypted format and requires a Microsoft login to view/edit its contents.  The below steps instruct how to make a file viewable/editable to only yourself, the originator.  If this file needs to be shared with others, please contact ITS for additional instructions or view the AIP Userguide.

You will need to download and install the Azure Information Protection client to protect files.  Find Microsoft Azure Information Protection in the Software Center of SVSU issued, Windows computers.

Microsoft 365 files can have protection applied to them.  Examples of file types that are recommended to encrypt with Azure Information Protection are .DOCX, .XLSX, .PPTX . 

Once Azure Information Protection is installed you can protect your files by following the steps below:

The File is Only for You

  • Open the Windows File Explorer (App has a Yellow Folder Icon)
  • Navigate to the file to encrypt
  • Right-click the file or folder
  • Choose Classify and Protect
  • Check the box to Protect with Custom Permissions 
  • Use the first drop-down to select Only for Me
  • Click Apply 
  • Close Application

The File is for You and a Few Select Others

  • Open the Windows File Explorer (App has a Yellow Folder Icon)
  • Navigate to the file to encrypt
  • Right-click the file or folder
  • Choose Classify and Protect
  • Check the box to Protect with Custom Permissions 
  • Use the first drop-down to select Specific Users
  • Type the email address(es) of the specific users
  • Click Apply 
  • Close Application

Details

Article ID: 93732
Created
Wed 12/4/19 11:30 AM
Modified
Thu 6/23/22 11:34 AM

Related Articles (2)

SVSU staff and faculty have access to Adobe Creative Cloud software suite through their login credentials. The Enterprise license for Adobe includes a full suite of over 20 applications for graphic design, video editing, web development, and Acrobat DC for editing PDFs. This guide covers how to install the Adobe Creative Cloud software suite.
Use these methods to encrypt email messages and/or attachments for secure sending to other people.