Is it okay to send an e-mail message containing a student’s name and ID number?
There are no rules in FIPPA that specifically prohibit the inclusion of student names and identification numbers in an e-mail. However, FIPPA does stipulate that only those employees who need an individual’s personal information should have access to it, and that the University must take reasonable measures to prevent unauthorized access to its records. In light of those two requirements it is important to determine if there is need to convey both names and student numbers and that e-mail is the only practicable way to do so. If it is concluded that there is such a need, then use of e-mail is acceptable, provided that steps are taken to ensure that the message is sent to the correct addressee(s) and that added security measures are considered in light of the additional personal information that may be contained in a particular message. Such security measures include password protected attachments and encrypted messages and/or attachments. It is recommended that all staff find out if th
