Overview:


What is Personally Identifiable Information (PII)?

Simply stated, PII is any information that allows someone to “infer” someone else’s identity directly or indirectly. “Inferred,” in this case, can mean anything that makes someone’s identity determinable.

If your business receives PII over email from customers, contractors, or other individuals, there are strict regulations you must follow to avoid costly fines.

Is it safe to send PII via email? No, you should never send PII over email. However, if you must send PII over email, it needs to be encrypted and certain security protocols must be met to ensure that if it’s intercepted, the PII won’t be readable.


FAQs

  • Was my email delivered?
  • How do I send the info correctly?
  • Are incoming emails getting blocked?


Was my email delivered?


In the case that your email contains PII, the email will get blocked and you will be notified via email. Even if your direct reply does not contain the PII the email will be blocked. This means if you recipient sent over any PII without any encryption and you reply; this email will be blocked. 


Below is a preview of a similar email notification you will receive when an email has been blocked. The email will contain the different conflicts as to why it has been blocked.



How do I send the info correctly?

 

Whenever your emails contain PII; you must encrypt the email or you cannot send the email. Even if your direct reply does not contain the PII; if it is in any of the thread, the email will get blocked


You will either delete the sensitive data out of the email, or you can encrypt the email to send PII. 


You can encrypt emails using Sharefile add-in.


Below are different articles on how to use Sharefile within Outlook: 


Sharefile: How to use : S+H Technology Systems (smith-howard.com) 

Sharefile - How to change Access Permissions : S+H Technology Systems (smith-howard.com)


Are incoming emails getting blocked?

Currently incoming emails from clients that hold PII will not get blocked. We are still working towards getting this stricter but as of now emails from clients are allowed.

It is our responsibility as a firm to encrypt the emails thereafter. 


Should you run into any issues or need assistance, please contact the help desk. You can submit a ticket HERE , by emailing the help desk at [email protected], or by calling 404.879.3434/ x3434.