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Training and

Training and. Team. Consulting. In association with. ISD. Welcome to E-Learning. The following presentation is an interactive training/learning module. At several points you may be asked to interact with the e-lesson by moving forward or back, select answers to questions or prompts.

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Training and

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  1. Training and Team Consulting In association with ISD

  2. Welcome to E-Learning • The following presentation is an interactive training/learning module. • At several points you may be asked to interact with the e-lesson by moving forward or back, select answers to questions or prompts. • If you have any questions about this presentation, please contact the Staff Development Training and Consulting Team at (510) 259-3800.

  3. E-mail Encryption The Internet

  4. Goal To inform staff on the new process for sending confidential e-mails containing Personal Identifiable Information (PII) to users outside of the SSA network.

  5. Objectives This e-learning module will: • Define “encryption” • How and when to encrypt a message • Review what the receiver sees and must do to read the message • Who to call with technical problems

  6. What is Encryption? Encryption is the process of encoding e-mail messages in order to protect content from being intercepted and read by an unintended recipient. Sender Recipient Hello Encrypted text Hello %fd$jh Decryption Encryption

  7. Why use Encryption? We are required by law to protect PII information, so Message Encryption secures sensitive information will not be intercepted. When a user sends an e-mail message, the message goes through third-party network providers before it reaches your recipient. It is possible to intercept and read the mail along the way. The best way to protect confidential messages is to encrypt them as they pass through the Internet. It is easy to use and no software is required.

  8. Use Message Encryption to: Federal, State and local policies (such as HIPAA and PII) suggest or require a privacy policy for e-mail security. Comply with Policy You can increase confidence with your recipients by assuring that private PII information is kept safe. Increase Confidence

  9. @ @   How Encryption Works? First, you send the message securely through Microsoft Outlook Next, your recipient is notified that there is a message waiting. Last, your recipient logs into a secure website to read your message securely.

  10. 1 Using Message Encryption is simple. Compose your message as usual with your e-mail program. If e-mail contains PII information you must encrypt: 2 “Secure” in the subject line then the rest of your subject. How to Use Message Encryption 3 Continue to compose your e-mail and send your PII information securely.

  11. Enter the word “Secure” in the subject area and continue with the rest of the subject title. To send PII information using e-mail

  12. What does county staff have to do: Remember to add the word “secure” to your subject line. If e-mailing within the county to other agencies, the e-mail does not cross the internet, therefore the e-mail is not at risk. Blackberry users sending a “secure” e-mail outside the county, the recipient will receive a link where they will have to obtain a password, so they can read your secure e-mail. Remember to add the word “secure” to your subject line. Blackberry users sending a “secure” within the county to other agencies, the e-mail does not cross the internet. If e-mailing within the county to other agencies, the e-mail does not cross the internet, therefore the e-mail is not at risk. Blackberry users sending a “secure” within the county to other agencies, the e-mail does not cross the internet. Blackberry users sending a “secure” e-mail outside the county, the recipient will receive a link where they will have to obtain a password, so they can read your secure e-mail.

  13. The recipient will receive this message The recipient of your secure e-mail will receive this message. They must “click here” to set up a password. They will be required to set-up an account to view the message.

  14. The recipient will have to create a password & re-enter it. Make sure to follow the password rules listed below.

  15. Once the recipient has created their password they will receive this notice.

  16. Frequently-Asked Questions Is any special software required? No. Message Encryption uses a normal e-mail program and web browser to send and receive the message. What if the message isn’t read? Messages expire after 14 days. If your message isn’t read during that time, you’ll receive an email notification. This does not apply if e-mailing to other county agencies.

  17. Frequently-Asked Questions Can I send file attachments? Yes! You can send attachments. Your recipient will be able to download any attachments you send securely. Does the recipient need to set a password every time? No. Once a recipient creates an account they will use the same password to retrieve messages. How does a person reply to me? Hit the reply button in the web page used to read the e-mail. Where can I get more help? Contact the help desk for further assistance.

  18. Thank you for participating in this e-lesson. Tomas

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