Instructions on how to Zip and Encrypt a file or folder

The guidance below will provide you with the details to zip and encrypt your files with a password prior to uploading them to the 'Shell Dataset'.

Mac OS Users

For Mac OS users, you should use the Apple provided Compression and Password protection tools, or a preferred zip and encryption tool of your own choice to complete this process.

Non Mac OS Users

For non Mac OS users, the ADA recommends the use of the 7-Zip software. Once you have downloaded and installed the 7-Zip software from https://www.7-zip.org/, the following steps should be used to zip and encrypt your files (or folder).

Zipping and Encryption Guidance Notes

1. Right click on the file to be encrypted and select “7-Zip” and then the “Add to archive…” option. 

2. In the Add to Archive window, change the name of the archive that you wish to create if the name differs from the file name selected. 

3. Change the Archive format to “Zip”.  

4. Change the Encryption Method to “AES-256”. There is a trade-off to be had between selecting AES-256 and ZipCrypto. AES-256 has been proven to be much more secure than ZipCrypto, but if you select AES-256 then the recipient of the zip file may also then have to install 7-Zip or another suitable program to read the file contents. The selection of ZipCrypto may allow users to open the zip file in Windows without a zip program, but it lacks in adequate protection when compared to AES-256. Since the ADA use 7-Zip, and the software is open source, it is the recommended encryption service for the Self-Deposit process. 

5. At this point, you will be prompted to enter a Password. Use a strong password with at least 8 characters containing both upper and lower case letters, and a minimum of one number. Then select “OK” to create the encrypted archive file. This file will be located in the same folder or area as the original file. It is the addition of the password in this process that prevents Dataverse from undoing the zip, maintaining the original formatting and preventing the creation of the 'Explorer' function. If you do not enter a password, you will need to repeat the above process to double-zip the file (or folder).

Once the files and/or folders have been ingested to Dataverse, the ADA recommends that users do not upload or email passwords with the zip files and folders as these could be intercepted in transit. It is best to call the recipient and relay the password over the phone. The ADA is planning on implementing a facility that will allow you to communicate passwords via SMS messaging. Additional guidance on this can be obtained through the section Transmission of Passwords via SMS when it become available.

Where the Data Owner wishes not to use the 7-Zip product they should contact ADA Staff to discuss the implications of using an alternative software package prior to uploading their files and folders.