Do you regularly handle sensitive/classified information? It’s crucial that we use the appropriate methods to ensure we are sharing sensitive files safely and securely.
If you need to email a file that contains sensitive data, do not share it as an email attachment. Instead, use Box Drive or Box for Outlook, which will preserve the file’s security permissions.
We have created this easy-to-follow Quick Reference Guide that walks you through three methods for emailing files quickly and safely.
- Email a Link to a File Using Box Drive
- Email a File Using the Box for Outlook App
- Email a File from Box Drive
A Reminder About Setting Appropriate Permissions
When you store a file in Box, you have the option to select one of three security levels:
- People With the Link: publicly accessible; anyone with the link can see the file without having to sign in to Box. Ideal for sending P1 and P2 data
- People in Your Company: accessible to anyone in UCLA; required Box sign-in. Ideal for sending P3 and P4 data
- Invited People Only: only accessible to people who have been added as collaborators; requires Box sign-in. Ideal for sending P4 data
(See this guide for examples of Data Protection Levels P1, P2, P3, and P4.)
Please do your part to protect files containing sensitive UCLA data. Never send sensitive files as email attachments. Use your best judgement to select the appropriate method through our secure document storage platform, Box.
If you need help installing Box Drive, please open a ticket with Digital & Technology Solutions by emailing help@it.ucla.edu.
