Docs Information Security

Keeping data secure with SendTo

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Taube, Dan Published on Jun 10, 2020 

Image by talha khalil from Pixabay

When the data is too sensitive for email, use SendTo.

SendTo.IllinoisState.edu is a secure file transfer service available to University members. Individuals can send files between each other or with outside parties. It is also useful when the size of the files are too large for sending by email.

To assist in knowing when to use SendTo, we have put together the following guidance on data classification and data control.

Know your data

Your first step should be to understand what type of data exists in the file or message you are wanting to send. This will help you identify how that data is classified by the University. That classification will determine whether SendTo should be used instead of email. We have provided a few examples in the table below for reference.

Highly Restricted
  • Driver's license number
  • Financial account numbers
  • Passwords
  • Payroll information
  • Social security number
Restricted
  • Facility floor plans
  • Gender
  • Student grades
  • Unclassified data (default)
  • University ID number
Unrestricted
  • Business address
  • Business telephone number
  • Job title
  • Name
  • Salary
  • Usernames

Visit 9.8.1 Data Classification Procedure on the University policy and procedures website for a complete listing of classified data elements.

Know the rules

Once you know the type of data that you are working with, you need to determine what rules control how it can be used. In addition to University policy and procedures, there may be state or federal laws you should consider. Consult with the Information Security Office if you are uncertain of how your data might be controlled.

Do not email highly restricted data

Data that has been classified as highly restricted is not permitted for transmission or storage by email. You must use SendTo, or a similar method of file and/or data transfer, instead.

Visit 9.8.2 Procedure for Securing and Accessing Each Data/System Classification on the University policy and procedures website for a detailed outline of data controls based on the classification of data.

Using SendTo

Once you have determined that SendTo is right for you, go over to IT Help and read the article on How to drop off and pick up files in SendTo.