Emailing a Collaborator or Interviewee

Last Updated: November 5, 2024 3:18 pm

OASIS IRB Support

Emailing a Collaborator or Interviewee: Keeping Confidential Information Secure

There may be times when you need to send confidential information via email to a collaborator or interviewee. Here’s how to ensure that sensitive data remains secure and compliant with UNC’s Minimum Security Standards (MSS):

Email Encryption

Email messages can—and should—be encrypted when they contain sensitive or confidential information. Encryption ensures that only the intended recipient can access the email’s contents, adding a layer of protection against unauthorized access.

• Using Campus Outlook Encryption: UNC’s Outlook provides built-in encryption options that are easy to use. For step-by-step instructions, visit Article – UNC Encrypted Email (Encryp… to learn how to activate encryption for your emails.

Secure Sending and Recipient Awareness

Even with encryption, it’s important to remember that email messages can be forwarded to others who may not be authorized to see the content under your IRB approval. To mitigate this risk:

• Inform Recipients: Let collaborators or interviewees know that they’re receiving confidential information and remind them not to forward it.
• Limit Sensitive Details: If possible, minimize the amount of sensitive information included in the email body and consider using alternative methods, like secure file-sharing platforms (e.g., OneDrive) for sharing detailed data.