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 encrypt/password protect the file. You will need Adobe Acrobat to complete these steps.  Installation instructions are found in the Adobe Creative Cloud Technology Training and Support list in the SVSU Portal.

Once you assign a password to the file, please call any people you are sharing the file with, to let them know the password.  Do not email the password 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

All other file types:

SVSU has chosen to utilize a program called Azure Information Protection (AIP) to protect documents that might contain sensitive information from unauthorized access.  A protected file is saved in an encrypted format and so requires a Microsoft login in order 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.  Follow this link to download the software - Download AIP client.  Check only the box next to AzInfoProtection.exe and click Next.

Many popular file types can have protection applied to them.  Examples are .DOCX, .XLSX, .PPTX, .TXT, .JPG .  A file type not supported is .RTF The link below lists which files types are able to be protected with AIP.
AIP supported file types

NOTE: Non-Microsoft file types like .TXT and .JPG extensions will change when protected.  They become .PTXT, and .PJPG respectively and require the AIP Viewer application in order to be opened.  The viewer is installed when installing the AIP Protection client, but it can be downloaded individually at this link - Select OS and Download AIP Viewer

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

From Windows File Explorer (task-bar)

  • 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

From a MS Office Application:

  • Open File
  • From the Home tab, select Protect
  • Select Custom Permissions
  • Check the box to Protect with Custom Permissions 
  • Use the first drop-down to select Only for Me
  • Click Apply 
  • Close 

Documentation

ITD Lab How-To Video

To View Protected PDF and TXT Documents - Select OS and Download AIP Viewer

Details

Article ID: 93732
Created
Wed 12/4/19 11:30 AM
Modified
Mon 6/29/20 5:22 PM

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