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Changes in Email Security You Should Be Aware Of

This article appeared in a January 2018 issue of the student newsletter.

Are you sending emails or attachments that contain sensitive information?

If you do, you will receive an email notification from DCCCD Cyber Security.

The notification will let you know that your email message contained "Confidential Information" in the DCCCD Information Classification Scheme (PDF - 30KB) — things like Social Security numbers (SSN) and credit/charge/debit card numbers.

Why the new policy? In short, for your protection. The increase in security will help guard the sensitive information of students, faculty and staff at the Dallas County Community Colleges. The change went into effect on Jan.1, and since then DCCCD has been monitoring email and attachments for unencrypted, confidential information.

What to Expect

If you send an email that contains sensitive information from an @dcccd.edu email address, you'll get an email notification letting you know the email that violates the policy.

If you get that notification, here's what you should do:

  1. Recall your message immediately. Use the "delete unread copies of this message" feature in Outlook.
  2. Delete the original email from your sent items.
  3. Once you've deleted unread copies of the message (step 1) and the original sent message (step 2), you also need to delete the message from your "Deleted Items" folder (step 3).

To avoid getting the notification, don't send confidential information in any of your emails. Eventually, emails that violate the confidential information policy will be blocked.

About DCCCD Student Email

Don't have DCCCD Student Email with Outlook? You can get Outlook — and the entire Microsoft Office 365 suite — for free as a student. Learn more at dcccd.edu/msoffice.

If you have any questions, contact DCCCD Cyber Security.