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Admin Pro Forum

Office technology: How best to share confidential information?

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Question: “Could you please share any information or recommendations that you may have on the best method of sharing large amounts of confidential information?” — Lisa Ballard


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{ 6 comments… read them below or add one }

Linda2 May 14, 2010 at 3:12 pm

If you need to share more than a few files or you need long term access there are several options other than password protected files. You could have IT set up a restricted access shared network/server directory. You could also set up a Microsoft SharePoint site that has restricted access. Good luck!


Diane Johnson-Hung May 14, 2010 at 3:05 pm

I agree with Anna. Just because it’s confidential doesn’t mean you don’t share. You only share with those that are supposed to be shared with.


Anna May 12, 2010 at 1:35 pm

Linda, Just because something is confidential doesn’t mean that NO ONE can have access to it, just that not EVERYONE can have access to it.


LINDA May 11, 2010 at 8:45 am



Patty May 10, 2010 at 9:11 am

The best way I know how, and this was recommended by our IT department, is to use encryption in MS Word 2007. (If you don’t have Word 2007, just click on the help button and search for password protect and you will get the instructions.)

Click on the Microsoft Office Button (top left corner); then choose Prepare; Password Protect; Encrypt Document. This will prompt you for a password. Read the instruction in that area, especially where it says that if you forget the password, you can’t get to the document.

Then whoever you want to read the document, will have to have the password to open it.

I just talked to my IT department and they assure me that there is no way another person can get into the document.

Hope this helps.


Been There Before May 7, 2010 at 5:03 pm

If you have Office 2007… I haven’t tried it but the microsoftoffice website explains how to do it. You can probably do it with the help of your IT dept to set up a Digital ID: http://office.microsoft.com/en-us/outlook/HP012305361033.aspx?pid=CH100622191033

Then, I receive encrypted e-mails from our hospital, with confidential patient information, that are HIPAA compliant and they look like this (I blanked out names):

You have a — Hospitals Secure Email message from ——-@—.—com
To view the secure message, click here.
Do not reply to this notification message. This notification message was auto-generated by the sender’s security system. To reply to the sender, please go to your secure message by clicking on the link above.
The secure message expires on Feb 23, 2010 @ 05:04 PM (GMT).
If you would like to have your secure messages delivered directly to your inbox, find out more about ZixMail.

I clicked on the ZixMail and their website shows a 30 day trial or you can purchase the program so it must be something the hospital has purchased.

Google: encrypted e-mail and a lot of stuff will pop up if either of these two don’t work out for you.


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