Students Staff

March 9, 2018

5 tips for sharing information safely

Filed under: Information security — Dan Jolly @ 2:24 pm


Many of us have to share information with others on a daily basis to be able to do our job.

However, if you’re careless, information could fall into the wrong hands and this can have serious repercussions for the University. We might get bad publicity or even have to pay large fines.

If you have to share information with others, you have a responsibility to take care when doing so.

1. Before you send that email. Stop. Check.

Always double check all the recipients to make sure you’re sending it to the right person.

2. Share links to documents, not attachments

Avoid sending attachments or inserting information directly into emails. Instead, save the information in a document and put it somewhere secure that people can access. Then all you need to do is email a link to it or just tell people where it is.

3. Only share what you need to share

For example, if you need to send a list of student names to a colleague but the names are in a spreadsheet with lots of other information, just copy the names to a new sheet and send that, not the whole spreadsheet.

4. Encrypt documents with a password

In Office and Adobe Acrobat, you can easily encrypt files with a password. This stops people who don’t know the password from being able to open the document. Don’t email the password though, share it in person or over the phone. Use a strong password and keep it in a safe place because if you forget the password it can’t be recovered.

5. Use contact groups

If you regularly email the same group of people, create a contact group for them. When you need to send to the group you only have to enter the group name. This saves time and reduces the risk of getting the names wrong.

Report an incident

If you accidentally share information with someone who shouldn’t have seen it then you must report it to

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