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Hi All

    When students travel on study abroad programs the hotels in foreign countries seem to want a list of passport numbers (considered PI in Massachusetts) shipped to them early so checkins can be sped up. The two modes under consideration by our study abroad program are: Faxing the info or Emailing the info with each having its own issues - one could easily fax the information to the wrong fax number and it is obvious what the issues with email is. I would like to know what some of your study abroad programs are doing about this.


-- Ravi
CIO, Wellesley College
Google Voice - 860-631-RAVI

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Comments

For similar types of data exchanges, we have implemented Xythos.  Xythos allows the department to store a file (on campus technology), then email a ticket to essentially pick up the file.  The file can be password protected, so we communicate the password separately.  In the end, the goal is to provide the information, so we try to do so, but using the most protection we feel the average business can handle.  We strongly discourage emailing, with or without using attachments, and discourage fax.

Theresa

Ravi,

I'm not sure how our International Programs Office handles this function but at Pepperdine University, we use Accellion, a secure file transfer/sharing tool. Both our Finance Office and HR Office use this tool as well for secure email transmission and presently, we are rolling out new copiers, all equipped with push-scanning capability that is integrated with Accellion.

I should inquire with our IP Office and see how they handle such transmission.

Best,
Jonathan
---
Jonathan See
Interim Chief Information Officer
Pepperdine University

Message from shelf@westernu.edu

For our medical student rotations sites that ask for similar kinds of information, and in a similar context, we either send as an encrypted Word (2007 or higher, for AES) file, or encrypted PDF.

 

We then call or text the requester with the password. This method seems to work quite well, and uses fairly ubiquitous tools, at low or zero cost. And, of course, it has been approved by the Office of the Registrar (our de facto FERPA police, in a good way).

 

 

Sincerely,

 

Scott Helf, DO, MSIT

Chief Technology Officer-COMP

Director, Academic Informatics

Assistant Professor

 

Department of Academic Informatics

Office of Academic Affairs

College of Osteopathic Medicine of the Pacific

Western University of Health Sciences

309 East 2nd Street

Pomona, CA  91766

 

909-781-4353

shelf@westernu.edu

 

www.westernu.edu

 

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of See, Jonathan
Sent: Friday, September 30, 2011 8:12 AM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Protected information transmission

 

Ravi,

 

I'm not sure how our International Programs Office handles this function but at Pepperdine University, we use Accellion, a secure file transfer/sharing tool. Both our Finance Office and HR Office use this tool as well for secure email transmission and presently, we are rolling out new copiers, all equipped with push-scanning capability that is integrated with Accellion.

 

I should inquire with our IP Office and see how they handle such transmission.

 

Best,

Jonathan

---
Jonathan See
Interim Chief Information Officer
Pepperdine University