Wednesday, 12 Jun 2024

Virtru: Safeguarding Sensitive Data On and Off Campus

The security of sensitive data has always been a top concern for institutions like UCSC. That’s where Virtru comes in. With its range of innovative products, Virtru allows you to have complete control over access and encryption when sharing sensitive information over UCSC Gmail or through Secure File Share. In this article, we will dive into the features of Virtru and explore why it is an essential tool for keeping your communications extra secure and private.

Virtru for Gmail: Unleashing the Power of Encryption

Virtru is seamlessly integrated into the UCSC Google Mail inbox, providing you with a user-friendly platform to selectively encrypt emails sent from your address. But encryption is just the beginning. With Virtru, you can take advantage of various features such as preventing a forwarded email from being read, setting expiration dates for emails, and even revoking the ability to read an email after it has been sent. The best part? Your recipients don’t need to install Virtru to read or respond to your email, ensuring a hassle-free experience.

Virtru Secure File Share: Effortless and Secure File Exchange

Sharing encrypted files has never been easier. Virtru Secure File Share allows you to send and receive encrypted files of nearly any size with individuals both inside and outside of UCSC. Whether it’s confidential research data or important documents, Virtru ensures that your files are protected from unauthorized access.

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Why Choose Virtru?

There are several reasons why Virtru is the go-to solution for safeguarding sensitive data:

  • Mitigate Breach Risks: With Virtru, you can restrict, expire, and audit data access, significantly reducing the chances of a data breach.
  • Protect Student and Employee Information: Even if the network is infiltrated, Virtru ensures the protection of critical student and employee information.
  • Easy Compliance: Virtru simplifies compliance with regulations like HIPAA, FERPA, CJIS, and CMMC, giving you peace of mind.
  • Secure Against Surveillance: By using Virtru, you can protect your data from unwanted government surveillance and cloud provider access.

When to Use Virtru

It’s important to note that not every email or file needs to be encrypted. Virtru should be used when you want to control access or when the content contains sensitive information. For a comprehensive list of the types of information you should encrypt using Virtru, refer to UC Protection Levels for Institutional Information and review P3 and P4 protection levels.

While Virtru is ideal for encrypting a wide range of sensitive data, there are some instances where other solutions may be better suited. Controlled Unclassified Information (CUI), Credit Card or Payment Card Industry (PCI) Information, Federal Information Security Management Act (FISMA) Data, and Student Loan Application Information (regulated by GLBA) are examples of data that should be handled differently. Additionally, emails processed by tools such as ServiceNow and Perceptive Content, including emails from [email protected] and Staff HR emails, fall outside the scope of Virtru encryption. For further information on encrypting collaborative files, such as Google Docs, Sheets, and Slides, please reach out to [email protected].

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Who Can Benefit from Virtru?

The beauty of Virtru is that it caters to a wide range of users within the UCSC community. Whether you’re a student, faculty or staff member, University Health Services personnel, campus police, alumni donor, research center, registrar, disciplinary committee, advisor, or department manager, Virtru provides a secure environment for sharing data while ensuring confidentiality and compliance.

Encrypted Record Guidelines

It’s worth mentioning that electronic messages sent or received in the course of conducting UC business are considered administrative records. As such, they are subject to university records policies, guidelines, and retention schedules. For detailed guidelines on handling encrypted records, please refer to the Encrypted Record Guidelines.

With Virtru, you have the power to protect your sensitive data, control access, and communicate securely. So why wait? Contact your department’s supervisor responsible for purchasing licenses and join the UCSC community in reinforcing the security of our most valuable communications.