Securely Transfer Data

To share files with sensitive data, it is important that the files are transferred securely and in compliance with CSU Information Security Policies.

The following three methods are recommended for securely transferring data:

  • Dropbox, the preferred method of transferring data within CSU Fullerton
  • MOVEit for sharing sensitive data within CSU
  • 7-zip for sharing sensitive data with non-CSU colleagues 

DropboxDropbox

Dropbox is a file hosting service that offers cloud storage, file synchronization, personal cloud, and client software.  Data stored in Dropbox is backed up automatically and is safe from corruption via malwares such as ransomware.

Campus Information Security Policy allows for L2 and L3 data to be stored in Dropbox.

For L1dataPDF File Opens in new window , please contact Information Security Officer iso@fullerton.edu 

 

Tips for Sharing Files in Dropbox

  • Right click the file or folder and select the “Copy Dropbox Link” option
  • Email the link to the person/people you wish to share the file with.
  • After you have confirmed the file has been downloaded, and it is no longer needed in Dropbox, delete the file.

 

MOVEit Moveit transer program

MOVEit is a secure transfer program used by the CSU. In order to use MOVEit you and the recipient must both have a valid CSU account. MOVEit is in compliant with GDPR, HIPAA, PCI, SOX, ISO 27001, FISMA, NDB. For more information and a detailed guide on how to use MOVEit, check out the Quick Reference Guide for MOVEit Opens in new window .

 

7-Zip7-Zip software

7-Zip is free open source software for those who wish to securely transfer files, available for Windows operating system.  7-Zip has the ability to compress and extract folders/files, and  it can securely store folders/files using AES-256 encryption. The process is the same for both files and folders.

First, you need to download and install 7-ZipOpens in new window .


Step-by-Step Instructions on encrypting folders/files for secure transfer:

Start by opening up file explorer ('Windows Key + e' or typing file explorer in the 'Search Windows') and navigating to the file you wish to securely transfer.

 ­­opening file explorer

Right click the folder/file and hover the mouse over ‘7-Zip’ in the dropdown menu. A new menu should appear. Click the 'Add to archive' option from the new menu.

use 7-Zip program to add to archive

On the new window that appears, under the "Options" section, checkmark the "Create SFX archive". This will allow for the file to be an executable, which recipients can run even if they don’t have 7zip installed.

Be sure to set a password in the lower right-hand corner. This will ensure only those who have the password can extract the compressed folder/file. A strong password consists of 12 or more characters, with at least 1 uppercase, 1 number, and 1 symbol. Be sure that the encryption method is set to AES-256.

 on the add to archive use the options to create a strong password

Next, click OK and the newly encrypted folder/file will be created in the same directory.

You can now send the encrypted folder/file to the intended recipient. Be sure when sharing the password to do so over a secure phone-line if possible, and if not, a separate email than the email containing the secured folder/file is recommended.