Employee Data Security

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IPERS works hard to provide secure ways to send confidential information. It’s essential to be vigilant about keeping members’ data safe. Email is a convenient and easy way to communicate with IPERS, but it is not secure. Attaching a form containing Social Security numbers, member ID numbers or other sensitive data puts that information at risk of falling into the wrong hands. Anytime you need to send an SSN, an IPERS member ID number or other confidential information, use one of the secure methods detailed below. 

SECURE METHOD: SecureMail

How to use: IPERS compliance officers can create a secure email exchange for you to use. You must request a secure exchange before sending any confidential information. You can request an exchange by emailing a compliance officer or employerrelations@ipers.org. Wait for a reply email letting you know the email exchange is secure. 

This method works for:

  • Messages containing confidential information.
  • Attaching small files containing confidential information.
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SECURE METHOD: ShareFile
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How to use: Access your ShareFile account at https://ipers.sharefile.com. If you don’t have an account, we can help you get one. Note: Messages and files in ShareFile expire after 30 days — so save them to your computer if you need to access them after 30 days. 

This method works for:

  • Messages containing confidential information.
  • Attaching small files containing confidential information.
  • Large files containing confidential information.

Examples of confidential information that must be kept secure: 

  • Social Security numbers 
  • IPERS member ID numbers 
  • Dates of birth 
  • Beneficiary designations 

Continue using I-Que to do routine business such as wage reports, wage adjustments, and employee information updates. I-Que is secure. If you provide Enrollment/Beneficiary Designation forms to employees, remind them not to send completed forms as an email attachment. The simplest way for a member to securely submit these forms is to mail them. You can also offer to securely email the form to IPERS, using one of the methods listed above. We appreciate your commitment to protecting employees from identity theft!

Need to activate your ShareFile account? Just contact IPERS at 877-473-7799 or send us an email.

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