Our email system provides for encryption of sensitive data. The following explains how this works. If you have questions, let me know.
The encryption process can happen automatically without requiring any effort from you. The content of all outbound messages, including subject line, message body and attachment(s), is scanned to determine if it requires encryption. If the system determines that the email contains something defined in the following list, it will be encrypted. The intention of Content Scanning is to catch communications that might have sensitive data that the user forgot to manually encrypt. Because this is being done by a computer, it could make a mistake and not encrypt something that should be or encrypt something that doesn’t need to be.
- Healthcare / HIPAA
- Tribal Communications Policy
- State and Federal Family and Human Services Laws
You are responsible for identifying sensitive information within the body of your email, and typing encryptemail within the subject line of the email. If this keyword is present in the subject line, the E-mail will be encrypted.
If your email contains the following information you must type encryptemail in the subject line of your email:
- Personal information, like a social security number
- Health information, like individual’s medical condition or policy numbers
- Financial information, like credit card or account numbers
- Passwords, Sensitive Grant Information, sensitive federal information, etc.
Easy Does It: – If you are an administrator, supervisor, work with grants or expect to use encryption often, you should have us install encryption control software and provide a brief explanation for using it.
To Encrypt or Not Encrypt, that is the question: The software mentioned in the previous bullet gives you more control over the encryption process. Two buttons are provided that allow you to choose whether your email is encrypted or not. Why would you want that much control?
- Encrypted email may not get read. It requires additional steps by the recipient and they may not be allowed to complete those steps, or they might consider it too much trouble. If your email is important and it does not contain sensitive data, you should send it without encryption.
- If you know your email contains information that must be encrypted, you should select the Encrypt button.
Employee Introduction To Encryption: https://www.uapguide.com/zixcorp/customer/introduction
Surprise!! – For recipients that have never encountered encrypted email, getting one may be surprise to them and they might not even do the necessary steps to retrieve it. If your email is particularly important, you should tell the recipient that an encrypted email is being sent and perhaps send them the following link explaining what encrypted email is and how to retrieve one.