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How do I send files securely to others at the university?
The University of Illinois has provided an easy to use tool that uses a email notifications along with a Web site that allows you to securely send files to that anyone with a University of Illinois Enterprise ID and password. That is everyone at any campus of the University, these days -- faculty and staff must have them for Positive Time Reporting and other administrative tasks and students use them for registration. The tool is called PEAR, Protected E-Mail Attachment Repository Application.
If the person that you are trying to get a file to does not have a University of Illinois Enterprise ID, then you will need to find an alternative secure means of getting them the sensitive data.
PEAR works like a Web email client. Pear does have 10MB limits per attachment file. You can break an attachment in 9.5 MB pieces though, using 7-zip (Open Source, runs on Windows, Macs, and other OSes), or the like.
It has been determined that PEAR is FERPA compliant so FERPA data can be transmitted via PEAR. PEAR is not yet HIPAA compliant so HIPAA data should not be transmitted using PEAR.
- Log into the: PEAR Web page using your Enterprise ID and password
- Click New Message.
- Type the email address of the person you want to send the file(s) to in the box at the top and click QuickAdd.
- Fill in the Subject: and Body: of the message.
- Click Choose File to select a file to be attached to the message. Repeat if necessary.
- Click Send Message.
PEAR will send an email message to your recipient that includes a link for them to click to retrieve the files. All they have to do is click on the link, log in with their Enterprise ID and password, and your message and files will be there.