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SecurityEncryption RSA

The document provides instructions for encrypting files when sending personal information to the RSA Payback Information Management System (PIMS) Help Desk. It explains that encryption protects files by requiring a password to open them. It then gives step-by-step directions for encrypting files using Microsoft Word, Apple Mac preview, Adobe Acrobat and Reader, and WinZip. It stresses that when emailing encrypted files to the Help Desk, the password should be sent in a separate email for security.

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29 views

SecurityEncryption RSA

The document provides instructions for encrypting files when sending personal information to the RSA Payback Information Management System (PIMS) Help Desk. It explains that encryption protects files by requiring a password to open them. It then gives step-by-step directions for encrypting files using Microsoft Word, Apple Mac preview, Adobe Acrobat and Reader, and WinZip. It stresses that when emailing encrypted files to the Help Desk, the password should be sent in a separate email for security.

Uploaded by

UserTest
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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REHABILITATION SERVICES ADMINISTRATION (RSA)

PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS)

HOW TO ENCRYPT FILES

The RSA Payback Information Management System requires that all attachments emailed
to the Help Desk, including photos, scanned documents, PDFs, or any other document(s)
containing personally identifiable information (PII), are encrypted. Encryption simply means
a file requires an encryption key (like a password) to decrypt it. If you send the encrypted
file to another entity, a password will be required to open and view the file.
There are several ways listed below to encrypt and/or password
protect your files.

When emailing a file with PII to the PIMS Help Desk, make sure
you encrypt the file and send a second email to the Help
Desk with the password to decrypt that file to the Help Desk.

Contents
How to encrypt a Microsoft Word Document on a PC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

How to encrypt a file on an Apple Mac. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

How to encrypt a PDF using Adobe. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4


A. How to Password Protect PDFs in Adobe Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
B. How to Password Protect PDFs in Adobe Acrobat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
How to encrypt a file using WinZip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 1


How to encrypt a Microsoft Word Document on a PC
• Step 1. Open your Microsoft Word document.
• Step 2. Go to File > Info.
• Step 3. Click Protect Document.
• Step 4. Click Encrypt with Password.

• Step 5. Enter a Password, then click OK.

• Step 6. Re-enter the Password, then click OK.

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 2


How to encrypt a file on an Apple Mac:
• Step 1. Open the file you wish to password protect in Preview. You can encrypt PDF files,
pictures, or other file types that you can open in preview.

• Step 2. Go to File > Export.


• Step 3. Select the Encrypt box, enter
your password, and click Save.

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 3


How to encrypt a PDF using Adobe:
A. How to Password Protect PDFs in Adobe READER
• Step 1. Open your PDF File in Adobe Reader.
• Step 2. Go to View > Tools > Protection > Encrypt > Encrypt with Password.

Note, these selections


may appear differently
depending on the
version of Adobe
Reader you are using.

• Step 3. If you receive a prompt, click YES to change the security on the document.
• Step 4. Select Require a Password to open the dialog box and Type your desired password,
then click OK.

• Step 5. Re-enter your Password in the Confirm Document Open Password dialog box, then
click OK, then click OK again in the next prompt.

• Step 6. Choose File > Save.

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 4


B. How to Password Protect PDFs in Adobe Acrobat
• Step 1. Open your PDF File in Acrobat DC.
• Step 2. Go to File > Protect Using Password. Alternatively, you can go to Tools > Protect >
Protect Using Password.
• Step 3. Select Viewing to open the dialog box and Type and Re-type your password, then click
Apply. Acrobat displays a confirmation message that the file was successfully protected from
viewing using a password.

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 5


How to encrypt a file using WinZip:
The instructions below have been provided by the U.S. Department of Education.
WinZip Instructions for file/folder encryption and password protection
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) with the mouse that you wish to encrypt. Note that in order to select more than one file/
folder that you will need to hold down the Ctrl key on the keyboard while selecting them.

3 Right-click with the mouse over one of the selected items.

4 Select WinZip. From the submenu that appears, select “Add to Zip File.”

5 In the “Add Files” dialog box, specify a Filename and Destination (location) for the finished ZIP file.

6 Ensure that Compression Type Zip is selected.

7 Under Encryption, check the “Encrypt files” box.

8 Click the Add button.

9 If a popup window appears saying “You should be aware of the advantages and disadvantages of the various
encryption methods before using this fea-ture. Please press the F1 key for more information, particularly if this is the
first time you are using encryption.” Select the OK button.

10 In the Enter Password field, enter an appropriate password. Passwords must be at least 8 characters and contain at
least one (1) of each the following: a lower case character (a–z), an upper case character (A–Z), a numeric character
(0–9) and a symbol character (!,@,#,$,%,^,&,*, etc.)

11 In the Re-enter Password field, enter the same password from step #10, and remember the password for future
reference.

12 Click the OK button.

13 If a window comes up saying “Add Complete. Your files have been added. The files will be compressed and
encrypted when saved.” Click the OK button.

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 given to the intended user.

RSA PAYBACK INFORMATION MANAGEMENT SYSTEM (PIMS): HOW TO ENCRYPT FILES 6

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