Sending Secure Email for Research

Using email (WVU\HSC\WVU Medicine) to transmit research related information?

• More Than Minimal Risk (MMR) Clinical Trials and Non-Clinical Trials
• Only Minimal Risk Research OMR) using PHI 
• Only Minimal Risk (OMR) Research using Sensitive Data 
• Only Minimal Risk (OMR) Research involving Minors (Age 18 and under)

In some cases, the IRB may permit emailing information using attachments.  When IRB approval is obtained, secure email controls must be implemented.  For example, the IRB may approved sending an unsigned Informed Consent Form as an attachment for informational purposes to a Prospective Participant.  Note signatures cannot be obtained using email. REDCap must be used.

Sending Secure Email Messages for Research

If the WVU IRB has approved the use of email to transmit research information, the following controls must be used to meet WVU Information Security policy.  Please see the note below for sending UNSIGNED CONSENT FORMS.

1. Use a nondescript Subject Line. For example, Message From WVU Research


2. Include the text [SECURE] in the Subject Line. For example, [SECURE] Message From WVU Research

The use of [SECURE] will encrypt the message and in most cases the recipient will receive a message with a code to access the email message. All email systems are different, therefore, the message that the recipient receives will vary. The recipient should be alerted of the process.

3. Insert the following text into the body of the email message:

   Please note that email messages are not secure, information in the subject line and the email message could lead to unintended disclosure if received or viewed by an unintended recipient. While protective safeguards are in place for your information, West Virginia University cannot guarantee the security of the information contained in email messages. We will not use email to discuss or answer questions about the research.