Mabel is a government employee who needs to share a document containing contractor proprietary information with her supervisor. Which of the following describes the most appropriate way for Mabel to do this?
A. Leave a printed copy on her supervisor’s desk after working hours.
B. Encrypt it and send it via digitally signed Government e-mail.
C. E-mail it using her personal e-mail account.
D. Save it to a shared folder accessible to their team.
The Correct Answer and Explanation is:
The correct answer is B. Encrypt it and send it via digitally signed Government e-mail.
Explanation:
When dealing with sensitive or proprietary information, particularly when it concerns contractors or other confidential data, it is important to follow proper security protocols to protect that information from unauthorized access, misuse, or loss. Let’s break down each option:
A. Leave a printed copy on her supervisor’s desk after working hours.
- This option is highly insecure. Leaving sensitive documents in public or semi-public spaces without supervision increases the risk of unauthorized access, theft, or loss of the document. A printed copy can easily be copied or misused by someone else. Furthermore, physical documents are harder to track for security purposes and do not offer the encryption and auditability that digital options provide.
B. Encrypt it and send it via digitally signed Government e-mail.
- This is the most appropriate option. Using encryption ensures that the document is protected during transit, so even if it is intercepted, unauthorized individuals will not be able to read it. Digital signatures provide verification of the sender’s identity and ensure the integrity of the document, meaning that it has not been altered during transmission. Government email systems often comply with high-security standards, including encryption and auditing capabilities, which are essential when handling sensitive contractor proprietary information. This method ensures confidentiality, integrity, and accountability.
C. E-mail it using her personal e-mail account.
- This option is inappropriate for sharing sensitive information. Personal email accounts often lack the security measures required for transmitting confidential government or contractor information, such as encryption, digital signatures, and proper auditing. Additionally, using personal email for government work may violate organizational security policies and expose the information to greater risks.
D. Save it to a shared folder accessible to their team.
- While shared folders can be useful for collaboration, they may not provide the necessary security measures to protect sensitive data. If access control measures are not strictly enforced, other members of the team (who may not need access to the contractor’s proprietary information) could see the document. Without encryption, there is no guarantee that the information will remain secure.
In conclusion, option B is the correct choice because it ensures that the document is transmitted securely using methods that maintain confidentiality and comply with governmental security standards.