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1. How do I respond to NCUA’s request for electronic transfer of data?
NCUA staff will use the Mail Express function in Microsoft Outlook to send requests for electronic documents that contain PII. NCUA staff and credit unions may also use this tool to send and receive other electronic documents that do not contain PII.
The first request the examiner sends will require the recipient to verify his or her e-mail address and create a password. Once the recipient clicks on the link, he or she will be prompted to set up an account. Once the recipient has an account, that e-mail can be used to upload documents to the examiner by clicking the ‘reply’ or ‘reply all’ links.
Detailed procedures for creating an account and uploading documents are attached to the introductory e-mail that will be provided to you by NCUA staff the first time that you are requested to use the this portal.
2. What if I need to provide NCUA with additional documents after the link has expired?
External users will be able to upload documents using the same e-mail link for 14 days from the date the initial request is sent. If you need to upload additional documents after the 14 days have elapsed, NCUA staff will provide you with a new request containing a new link. This link will then be accessible for 14 days. NCUA staff will only send a request to upload documents on an as-needed basis.
3. What if the files exceed the maximum size or amount limit?
The portal allows up to 50 individual files to be uploaded at one time. However, once uploaded, the credit union can use the same link to upload additional documents.
The maximum aggregate file size per upload is 5 gigabytes. If the documents, in aggregate, exceed 5G, the credit union can subsequently use the same link to upload additional documents.
Keep in mind that if the files are ‘zipped’ into a WinZip file, they will only count as one (1) file towards the 50 file limit and the size will be compressed. Additionally, WinZip files can be encrypted themselves providing an extra layer of protection once the files are downloaded and stored on the laptop.
4. If there are multiple points of contact for a credit union that need to provide files to NCUA, what should I do?
The NCUA staff member or examiner may include all points of contact at the credit union that will be providing data when sending the request via Mail Express. All of the individuals included on the e-mail will be able to upload documents using the link provided in the e-mail.
The examiner may also send an individual upload request using Mail Express to each point of contact at the credit union.
External users are requested to password protect electronic files that contain PII, even those that are transferred through an encrypted method, to ensure the documents remain protected and are only viewable by the intendent recipient(s).
5. What if the credit union has its own portal or non-portable electronic transmission solution?
- Examiners may use a credit union’s portal or other non-portable electronic transmission solution to download electronic documents that contain PII. NCUA staff will not use a credit union or third party provided solution to upload or transfer any electronic documents (whether they contain PII or not) to the credit union or third party.
6. How can a credit union upload documents in an organized manner?
Credit unions can upload entire folders of documents. However, each file in the folder will count towards the 50 file maximum. If the credit union WinZip’s the folders, they will only count as one (1) file towards the 50 file maximum. Additionally, the size will be compressed and the WinZip file can be encrypted, providing an extra layer of protection once the file is downloaded to the examiner’s laptop.
7. Does a credit union user need to create a new password each time they upload documents?
No. Once the recipient (e.g., credit union employee) creates a password and established an account, he or she will be able to use that password to upload documents as long as the account is active. Accounts are automatically terminated after 90 days, or 30 days of inactivity, whichever comes first.
8. What if the recipient loses the password?
If the recipient loses or forgets the password, they can click on the “lost password” link on the sign-in page. This will prompt them to reset the password.
9. Troubleshooting – The credit union is unable to log-on to the portal.
If the credit union is unable to log-on to the portal, they may call the OCIO Help Desk at 800-827-3255. However, there are a few common issues, which are outlined below.
Account has been disabled. Accounts are disabled after five (5) invalid attempts. The user may try to log-in again after an hour, or can reset the password.
Account has expired. Accounts expire after 90 days or after 30 days of inactivity, whichever comes first.
IP Address is banned. The system will ban IP addresses if there is excessive activity within a short period of time (e.g., 50 attempts to log-in within five minutes.)
10. Troubleshooting – The credit union is unable to upload documents.
If the credit union is unable to upload documents, they may call the OCIO Help Desk at 800-827-3255. However, there are a few common issues, which are outlined below.
Credit union is trying to upload a banned file type. The portal will not allow Bat, exe, or DII file types to be uploaded.