Remember that some firewalls and almost all mail systems will block. If you intend to transfer the data by removable media (USB stick or DVD etc.) the steps below still apply, bar step 5 (using Oxfile).įirstly, it is good to know whether your correspondent has 7-Zip installed. zip file, or exe file), then placing this file somewhere it can be downloaded. If you need to transfer a set of files of different types OR if you have a file type that uses software without any encryption facilities, consider creating an 'archive' (e.g. Make it clear to the recipient that they must not forward on the file(s) unless you explicitly require them to (in which case underline their responsibility for encryption and security). If you have another PDF, repeat using the same password.See the Adobe help if you need more guidance. This varies from version to version of Acrobat, but is often Tools > Protect(ion) > Encrypt > Encrypt with Password or File > Properties > Security > Security Method = Password Security. Assuming you already have your PDF, and have it open in Acrobat: Many things can be saved as PDFs, or 'printed to PDF' if you have Adobe Acrobat installed. It's likely that work-based versions of MS Office will allow far longer pass phrases however.) Using Adobe PDF (Note that, recently for version compatibility reasons, Microsoft365 may limit you to 15 characters. It may also be appropriate for you to tell the recipients to delete the file(s) after they have no further use of the data.Make it clear to the recipient that they must not forward on the file(s) unless you explicitly require them to (in which case underline their responsibility for encryption and security). Telephone the intended recipient and explain about Oxfile (they will have received an email) and dictate the pass phrase to them.Use a sensible time limit of a few days only. Place the file(s) on Oxfile (see instructions below).If you have another document, repeat using the same password.Use something which is easy to say and understand over the telephone (something like the examples at the top of this page). Add a pass phrase of at least 16 characters.Here is some further guidance and some screen shots if you need more information. This is usually done via File > Info > Protect Document. Add a password to protect the document.If you intend to transfer the data by removable media (USB stick or DVD etc.) the steps below still apply, bar step 5 (using Oxfile). If you only have one or two files, consider using the built-in encryption of some of the software we use every day, and then putting the files somewhere to be downloaded. But make sure the encrypted database is backed up! Consider one which may not tie you to any particular platform. The IT department at Nuffield can help with Keepass and Lastpass, but there are others available. There are many and most have good enough security, even those which may reside on a mobile phone. If you have to remember a lot of passwords, consider using a password manager application. Try to make sure that the pass phrase is easy to convey over the telephone and is a little more than 16 characters long, including spaces and punctuation.įor more information and tricks as to how to set good, memorable passwords, see our intranet page on passwords and pass phrases. Use the first letters of each word, so "Happy birthday (to Barbara)" could become "Hb2y,hb2y,hbdBarbara". For an even greater level of security (where, for example you think the encrypted file may survive for a long time) take a line or two from a song or nursery rhyme and tell your correspondent what the song is. (Don't use these examples!) Pass phrases of dictionary words are surprisingly secure. Johnny's favourite rhyme for " Baa, baa, black she>ep have you any wool?") Lines from songs are useful as you can also leave yourself a reminder more easily (e.g. Note the use of one unusual word for extra security.).Ī pass phrase like " It's Friday and we usually have lamprey " is quite easy to remember. (In other words, adding a password and saving with the default settings of MS Office or Adobe Acrobat should be fine as long as you use a long pass phrase - something like "CorrectHorseBatteryStaple" or "It's Friday and we usually have lamprey " is fine. Technical assumption (at the time of writing - Sept 2021): AES-256 bit encryption with a 16 character long pass phrase is sufficient for our purposes. I hate choosing and remembering passwords!
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