7 Best Practices for Using NIH Secure Email

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When it comes to handling sensitive information in the medical field, secure email communication is paramount. The National Institutes of Health (NIH) recognizes this need and provides a secure email system for its employees and collaborators. To ensure the utmost security and efficiency when using NIH's secure email, here are seven best practices to follow:

1. Understanding NIH Secure Email

Before diving into the best practices, it's essential to understand what NIH secure email is and why it's important. NIH secure email is a system designed to protect sensitive information exchanged between NIH employees, researchers, and external partners. It ensures that confidential data remains secure and compliant with federal regulations.

2. Keeping Your Account Secure

One of the first steps in using NIH secure email effectively is to keep your account secure. This involves using a strong password and changing it periodically. Additionally, enabling two-factor authentication adds another layer of security to your account.

3. Identifying and Avoiding Phishing Scams

Phishing scams are a common threat to email security. It's crucial to learn how to identify suspicious emails and avoid clicking on malicious links or downloading infected attachments. NIH provides resources to help employees recognize and report these scams.

4. Sending and Receiving Secure Emails

When sending or receiving secure emails, it's important to ensure that the content is encrypted. NIH's secure email system automatically encrypts emails, but it's still essential to verify this before sending sensitive information. Furthermore, be mindful of the recipients' email systems and their ability to receive and decrypt secure emails.

5. Managing Email Attachments

Attachments can often be a source of security risks. When sending or receiving attachments via NIH secure email, make sure they are from trusted sources. Avoid opening attachments from unknown senders, and always scan attachments for viruses before opening them.

6. Maintaining Email Privacy

Privacy is a key aspect of secure email communication. Avoid discussing sensitive information in the subject line or in the body of the email if it's not necessary. Use the "bcc" (blind carbon copy) feature when sending emails to multiple recipients to protect their email addresses.

7. Staying Up to Date with NIH Policies and Procedures

NIH continuously updates its policies and procedures to ensure the highest level of security. As an NIH employee or collaborator, it's your responsibility to stay informed about these updates and adhere to them. Regularly check NIH's official channels for any new guidelines or announcements related to secure email usage.

In conclusion, following these seven best practices for using NIH secure email can significantly enhance the security and efficiency of your communication. Remember, security is everyone's responsibility, and by adhering to these guidelines, you're not only protecting yourself but also the integrity of NIH's research and operations.

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