Utilizing Secure Encryption Prior to Sharing of Digital Files

In our efforts to ensure the security of information being shared and processed between UP faculty, staff, and offices, we remind everyone to ensure that all digital files being shared and sent through electronic means (email/shared folders online) and in flash drives/external hard disks (EHDs) are encrypted through password-protected ZIP files.

For instructions on how to compress and encrypt files, see below:

Windows:

  1. Download 7-Zip here: https://www.7-zip.org/
  2. Follow on-screen prompts and install this program – just click on the executable file.
  3. Next, choose the file which you want to compress and secure.
  4. Right–click on this file and from the list that will be displayed choose 'Add to archive...'.
  5. From the window that will be displayed, enter a name for the future zip file, choose the Archive format (click on ZIP).

  6. Change the encryption method to AES–256.

  7. Before selecting OK for confirming your changes, enter and re–enter your password to confirm it .

  8. Apply the changes and that's it.


MacOS:

  1. Download izip here: https://www.izip.com/download

  2. Click the downloaded DMG file and transfer the program to your Applications folder.

  3. Open the izip application then read and accept the agreements.

  4. Install additional components when prompted by the application by clicking the Install button.

  5. Click Create Archive.

  6. Specify a name for your archive.

  7. Click the Next button on the Extra compression page to skip this page.

  8. Check enable password then input the password (at least 12 characters) twice then click Next.

  9. Choose AES 256 bit encryption then click Next.

  10. Add files and folders using the + button then click Next.

  11. Read the Archive Summary then click Next to proceed with archiving.

You may also do the following alternative steps for Mac:
  1. Launch the Terminal from the Applications > Utilities folder
  2. Type the following command: zip –e archivename.zip filetoprotect.txt
  3. -wherein "archivename.zip" will be the new password protected Zip file, while "filetoprotect.txt" is the name of the file you want so compress and password-protect

  4. Enter and verify the password – don't worry if you don't see texts or asterisks as you type, just make sure you type your password accurately.
  5. The resulting archive, in this case named "archivename.zip", is now encrypted with the password provided. The file that was encrypted, "filetoprotect.txt", is now inaccessible without entering that password.

Linux:

  1. Search for Archive Manager and open it.
  2. Drag and drop the file(s) you want to compress into a zip file. Select Create Archive option here.
  3. In here, choose the type of compressed file. It will be .zip in my case. You'll see the "Other Options", click on it and you'll see the password field. Enter the password you want and click on the Save button.

    You have successfully created a password protected zip file in Ubuntu Linux graphically. The next time you want to extract it, it will ask for a password.