Secret (1R) information may be sent outside HAMK only if it is separately encrypted using HAMK’s email system. The email system’s built-in encryption alone is not sufficient for this. A Secret (1R) email message cannot be sent outside HAMK at all.

HAMK’s recommended tool for encrypting files is 7-Zip, and instructions are available: Encrypting a file with 7-Zip.

Information protected with file encryption may be sent to the recipient as an encrypted attachment in a Confidential (3Y) email. The password used for the file encryption must be delivered to the recipient via a separate channel; it is recommended to use encrypted instant messaging (e.g., Signal), a phone call to communicate the password, or SMS.

Before sending the information, you must ensure that:

• The recipient has 7-Zip installed and available.
• You have the right/authorization to disclose the information.
• The recipient is able to handle the information appropriately and confidentially.

More information about data classification can be found here.