When e-mailing this personnel roster, which of the following should you do?
The Correct Answer and Explanation is :
When emailing a personnel roster that contains personally identifiable information (PII), it’s crucial to implement measures that protect the privacy and security of the individuals listed. The recommended actions include:
- Encrypt the PII: Encrypting the document ensures that only authorized recipients can access the sensitive information. Encryption transforms the data into an unreadable format, which can only be reverted to its original form with a decryption key. This step is vital to prevent unauthorized access during transmission.
- Digitally Sign the Email: Digitally signing the email authenticates the sender’s identity and ensures that the message has not been altered in transit. A digital signature provides assurance to the recipient that the email is genuine and that its contents remain unmodified.
- Use Your Government Email Account: Utilizing an official government email account enhances the security of the communication. Government email systems are typically equipped with advanced security measures, including encryption and secure access controls, which help protect sensitive information.
Implementing these practices aligns with data protection principles, such as those outlined in the General Data Protection Regulation (GDPR), which emphasizes the importance of securing personal data during processing and transmission. By encrypting the PII, digitally signing the email, and using a secure government email account, you demonstrate a commitment to safeguarding personal information and complying with data protection regulations.
In summary, to ensure the confidentiality and integrity of a personnel roster containing PII, it’s essential to encrypt the data, digitally sign the email, and use a secure government email account. These measures collectively enhance the security of the information and help maintain compliance with data protection standards.