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Step 2: Submit Documents

How do I send personally identifiable information (PII) securely?

  • Send your documents via United States Postal Service (USPS);
  • Fax them to 541-962-3661;
  • Upload electronically through the ;
  • Encrypt document(s) and attach them to an email, preferably from your EOU email account. The minimum acceptable encryption is AES 256-bit. Password must be provided separately.

WinZip instructions for file/folder encryption and password protection

There are many applications that have the ability to encrypt attachments. An example is provided here for WinZip鈩�, with the caveat that this is not the only acceptable method, and unless very carefully configured, WinZip would not fit the Federal Information Processing Standard (FIPS) which is defined by . The minimum acceptable encryption is AES 256-bit for PSIs.

  1. Open a folder to the location of the file(s)/folder(s) that you wish to encrypt.
  2. Select the file(s)/folder(s) that you wish to encrypt. Note that in order to select more than one file/folder, you must press the 鈥淐trl鈥� key on the keyboard while selecting them.
  3. Right-click over one of the selected items.
  4. Select WinZip. From the submenu that appears, select 鈥淎dd to Zip File.鈥�
  5. In the 鈥淎dd Files鈥� dialog box, specify a 鈥楩ile name鈥� and 鈥楧estination鈥� (location) for the finished Zip file.
  6. Select 鈥�.Zip鈥� as the Compression Type.
  7. Under Encryption, check the 鈥淓ncrypt files鈥� box.
  8. Click the 鈥淎dd鈥� button.
  9. A pop-up window may appear saying 鈥淵ou should be aware of the advantages and disadvantages of the various encryption methods before using this feature. Please press the F1 key for more information, particularly if this is the first time you are using encryption.鈥� Select the 鈥淥K鈥� button to continue.
  10. In the 鈥淓nter Password鈥� field, enter an appropriate password. Passwords must be at least eight characters and must contain at least one of each the following: a lowercase character (a-z), an uppercase character (A-Z), a number character (0-9), and a symbol character (!, @, #, $, %, ^, &, *, etc.).
  11. In the 鈥淩e-enter Password鈥� field, enter the same password from Step #10, and remember the password for future reference.
  12. Click the 鈥淥K鈥� button.
  13. A pop-up window may appear saying 鈥淎dd Complete. Your files have been added. The files will be compressed and encrypted when saved.鈥� Click the 鈥淥K鈥� button to continue.
  14. The encrypted WinZip file should be in the location identified in Step #5 above.
  15. The password must not be included in the same message and should either be included in a separate email or verbally provided to the intended user.