Tech Tips: Sending Sensitive Information, Email Limits

June 2, 2020

Tech Tip of the Week

Here are some interesting facts about your Duke email account. Ever wondered what your limits are?

You can send 100,000 email messages per day
You can send an individual email with up to 500 recipients
You can send up to 30 messages per minute
And the total size of all attachments in a single email message must be < 20 MB

The only limit most of us will hit is the attachment limit. Need to send more than 20MB? Simple. Use Duke Box.

Sensitive Data

Duke understands that there are times you need to send sensitive information to individuals or groups outside of Duke, and they have provided several ways to do that.

Is your data sensitive? Look for:

Personally identifiable data – information about an individual
Protected Health Information – PHI, SEI
Student Information – anything about students
Confidential Information – anything you don’t want someone else to see

Not sure? Best to protect it before sending it.

Sending via email

Using Outlook on your computer:

Type any of the following at the beginning of the subject line

(secure)
[secure]
(send secure)
[send secure]

Using Office 365 via the web:

Click New to begin a new message
Click on the ellipsis (three dots) in the new message window
Set permissions from the drop-down menu
Select Sensitive Electronic Information (SEI)

But … best to try it out first

If this is new to you, we recommend that you try it out so you can understand the entire process. Here’s how:

Start a new Duke email message
Address it to your home (non-Duke) email address
Follow the instructions above for sending secure email

Don’t worry about sending any data – just type “Test” in the message body

Press Send
Now, open your home or non-Duke email address
Open the secure message.

We recommend going through the entire process (even the registration) so that you are familiar with the process and can instruct your recipient if they have any problems.

File too big for email? Create a Box folder, copy your data to the Box folder, then share it with the non-Duke folks who need to see it.

If you aren’t sure how to do this, contact your IT Service Desk. We’re happy to help.

Going deeper

Speaking of secure data, here’s a link to Duke’s Data Classification guidelines. If you’re sending any data that can be classified in the Sensitive category, be sure to follow the instructions above.

Have any questions about this or other tech used at DUSON?

As always, if you have any technical questions or problems, please contact your IT Service Desk at 919-684-9200 or email SONIT-Support@duke.edu.

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