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Securely Transfer Data

To share sensitive data, files are required to be transferred securely and in compliance with CSU Information Security Policies.

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The right application

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

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Use the right tools and keep your files secure

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Dropbox

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 L1 data, 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 Logo

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 .

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7-ZIP

7-zip logo

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.

download and install 7-Zip

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

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Open 7-Zip

Start by opening up file explorer and navigating to the file you wish to securely transfer.

'Windows Key + e'
or typing file explorer in the 'Search Windows'

file explorer window with highlighted file showing

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Launch 7-ZIP

Right click the folder/file to open the options menu.

There should be a ‘7-Zip’ in the menu with a side arrow to expand the options.

Click the 'Add to archive' option from the 7-Zip list of choices, it should be the first item.

the options menu is open with 7-zip feature active. Add to archive item has been highlighted

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Create a secure executable

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 7-zip installed.

Set A Password

In the lower right-hand corner in the Encryption area set up a password to ensure access to the 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.

Finalize the executable

After the password is set click OK to create the new file with the .exe extension. This send this encrypted file to the intended recipient.

When sharing the password use a secure phone-line if possible, and if not, a separate email than the one containing the secured executable .

7-zip add to archive options panel, create the file password

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