Warning about information leaks due to e-mail

All of the faculty members and staff members should have awareness that erroneous transmission of e-mail can occur to anybody and pay close attention not to send erroneous e-mails in daily work.
Also, please refer to the following points to be noted, and re-recognize the risk of erroneous transmission and review your sending procedure.

1. To prevent erroneous sending of e-mails

(1) Enter the e-mail addresses after confirming the text
To protect e-mail addresses, first change the destination box from "To" to "Bcc" and then enter the e-mail address.
When a staff member sending an e-mail from the Administration Bureau, pay attention to write down e-mail addresses in another file (Word file etc.) or in the top space of the e-mail text temporarily, until the approval of his/her supervisor is obtained.

(2) Before sending an e-mail, be sure to confirm the destination,content, and whether there is an attachment or not
Each e-mail software has setups or an additional functions which prevent erroneous transmission. For details about setting etc., please refer to the following URL.

2. To send attached files

(1) Do not attach files as possible
Save the file in the online storage service “J-Storage” (can be used either inside or outside JAIST,
password setting required) or shared folder of internal file server (Administration Bureau only) and inform the URL address or folder location to the receiver.

(2) Set a password especially sending a highly confidential file
Set a password for a Microsoft Office file (e.g. Word, Excel) or a PDF file to open it.
If you are sending a data or a file which cannot set a password,
please use compression / extraction software (e.g. 7-zip) and set a password to decompress it.
Refer to the URL below for how to set the password for Microsoft Office files, PDF files and 7-zip, etc.

(3) Send a password separately. Do not send the password in the same e-mail sending attached files
Sending a password with a file at the same time means you have not set the password.
In case you are sending e-mails frequently with the same receiver, it would be better to set the annual password beforehand to save the trouble of sending a password each time.

3. To send an e-mail to plural receiver

(1) Check the sending addresses with plural people (Double-check)
Confirm the sending addresses at the final stage with plural people.

(2) Protect the e-mail addresses.
In case you need to protect receiver’s addresses, while sending an e-mail to plural receivers, follow the steps below.

a. Place the sending addresses in “Bcc”.
b. Make a mailing list if necessary. To avoid sending a reply to all receivers, place the mailing list in “Bcc”.
c. In case you want to send a large number of e-mails to each receiver at once instead of treating them as “Bcc”, there are settings or additional functions which allow you to insert e-mail address individually.
Please refer to the following page for setting etc.