ProofPoint Encryption and Data Loss Prevention

Intended Audience: Students, Faculty, and Staff

Summary

ProofPoint is Prairie View A&M University’s email security and filtering system. It protects faculty and staff from phishing attempts, malware, and accidental exposure of sensitive data. One of its key features is Data Loss Prevention (DLP), which automatically quarantines or blocks emails containing confidential information such as Social Security Numbers or credit card details.

Problem

Sending confidential information through email without proper safeguards poses a significant security risk. For example, if a user tries to send a student’s Social Security Number in plain text, ProofPoint will prevent the email from being delivered. This not only protects PVAMU but also keeps you compliant with state and university policy UAP 29.01.03.P0 – Encryption of Confidential and Sensitive Data.

Solution

If you must send confidential information for legitimate business purposes, you are required to encrypt your email. ProofPoint makes this easy by letting you type [encrypt] in the subject line. The recipient will then be able to access the information through a secure web portal after registering.

Steps

Before following the steps, remember: only encrypt when it is necessary to send confidential information by email. Always consider if there’s a safer method (such as file-sharing platforms approved by PVAMU).

1. Compose your email. Write your message and attach any necessary files.

2. Add [encrypt] to the subject line. Type [encrypt] followed by your subject text.

   • Example: [encrypt] Transfer Student Data

3. Send the email. ProofPoint will detect the encryption keyword and secure the message.

4. Recipient access. The recipient will not see the email directly in their inbox. Instead, they will:

   • Receive a secure notification.

   • Be prompted to register in the ProofPoint portal.

   • Log in to view or download the encrypted email and attachments.