The service Skyddad Bilaga (protected attachment) is intended for employees to send and receive files via an encrypted transfer. Encrypted transfer is significantly more secure than sending files as an attachment in a regular e-mail.
How the service works
- The sender uploads files via SSL encryption to the web platform Skyddad Bilaga. The files are then encrypted
- The file is stored in its encrypted form on the web platform until downloaded.
- The web platform sends an e-mail to the recipient with a link to download the file.
- The recipient clicks the link and fills in the password. The file is then decrypted and can be downloaded. The file is available for download and is deleted after 7 days, regardless if it has been downloaded or not.
What you can use the service for
You can use the service to:
- send files internally within Umeå University and to an external party.
- send files from an external party to recipients at Umeå University.
The requirement for using the service is that the sender or recipient is employed at Umeå University and has an e-mail address that ends with the suffix @umu.se.
You are responsible for the files you send
When sending files via Skyddad Bilaga you are responsible for the transfer. This means that you are responsible for:
- Ensuring that you are sending the file to the correct recipient.
- Complying with rules and regulations and other restrictions that may apply to the information you are sending.
- Informing the recipient about the nature of the information you are sending including any instructions about how the information will be handled going forward.
- Determine that you have lawful basis to send the information. Public authorities in Sweden (i.e the University) must first examine if the document is official and if there is any secrecy provision that may cover the information in question.
There is both secrecy that applies to external and internal recipients. If the files contain information covered by any secrecy provision, you also need to document the process of disclosure. Please note that the information does not change character when you send it via encrypted transfer. A document covered by any secrecy provision remain under secrecy even if you send it via encrypted transfer. If you are sending special categories of personal data (GDPR Article 9), you must ensure that the recipient has the right to receive the data according to an ethical permit or other basis. You will find more information on the page Public access and confidentiatlity (only available in Swedish).
- Following the requirements based on the General Data Protection Regulation (GDPR). For example, special requirements apply if you send personal data to countries outside the EU/EEA. Read more on the page about Personal data and official documents (only available in Swedish).
- Not using the service to send material that is subject to the Security Protection Act (SFS 2018: 585).
As recipient you are responsible for:
- handling the received information based on legal requirements, rules and regulations and according to the instructions you may have received from the sender.
How to use Skyddad Bilaga
Send files through Skyddad bilaga
To use the service, the user needs to create a password that both sender and recipient have access to. Due to security reasons, you may only communicate the password orally or via SMS, not via e-mail or chat.
Frequently asked questions about Skyddad Bilaga
What is the maximum size of files I can send?
You can send files up to 2GB in size. If you need help with sending larger files – please use the Servicedesk form to contact us.
For how long are the files available for download?
Files sent via the service are available for download for a maximum of 7 days (168 h). The file will be deleted from the system regardless if the file has been downloaded or not.
Is there a backup of the files?
No, there is no backup.
Who can use the service?
Employees at Umeå University who have an e-mail address ending in @umu.se can use the service.
Which files are allowed/not allowed to send via the service?
In the text above, you will find information about what you need to keep in mind when sending files via the service. You need to make your own assessment if your transfer meets legal requirements, other regulations and conditions and whether you should use the service to send your files.
You may not use the service to send material that is subject to the Security Protection Act (SFS 2018: 585).
How do I communicate the password to the recipient of the file(s)?
You can communicate the password to the recipient orally or via SMS. You may not send the password via email or chat for security reasons.
What happens if I lose the password?
If you have lost the password, you will have to resend the file and set a new password. There is no way to recreate the password you have chosen.