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Cisco Secured Email

1. What is Cisco Secured Email?

Cisco Secured Email is a service that allows you to encrypt messages being sent outside of the university network. It should always be used when sending protected health information (ePHI) via email over the Internet. Health Insurance Portability and Accountability Act (HIPAA) now includes email security and privacy regulations that require all individually identifiable health care information be protected to ensure privacy and confidentiality when stored, maintained or transmitted electronically.

2. Why do I need to send email securely?

The Health Insurance Portability and Accountability Act (HIPAA) now includes email security and privacy regulations requiring all individually identifiable health care information to be protected to ensure privacy and confidentiality when stored, maintained or transmitted electronically. Any email containing electronic Protected Health Information (ePHI) sent via email over the Internet needs to be encrypted with a secured email service before sending.

3. What do I need to do to be able to send email securely?

Click here for instructions on sending a secure email.

4. When I send a message to someone in Exchange, can I use the address book address or do I have to use first.last@louisville.edu?

In order for the Cisco Send Secure system to be initiated and therefore encrypt the message, you must use the first.last@louisville.edu address, and not the address listed in the Outlook address book.

5. I do not have administrator access at my workstation. Can I send secure email?

Yes, you can send secure email without having administrator access on your workstation. To do so:
  1. Type [SEND SECURE] (square brackets and all uppercase letters are required) in the subject line of your email.
  2. Type in the subject of the email as you normally would directly after [SEND SECURE]
.

6. Does the recipient of my secure message need a special email client?

No, your secure message can be opened from any email inbox, regardless of the computer platform or email client. Your recipient will need to register the first time they receive a secure message.

7. What does the recipient need to do to receive my secure message?

Your recipient will need to enroll in the University of Louisville Cisco Secured Email service. The recipient will receive an email notification with instructions for enrolling. Enrollment is only required the first time an email address receives a secure message. Once the online enrollment process is complete, your recipient will receive an email with an attachment titled "securedoc.html" (this is your secure message). When opening the attachment, the recipient will be prompted to enter the password selected during the enrollment process. Once the password is verified, your recipient will be able to view your message.

8. Several people in my department send secure emails to the same recipient. Does the recipient need to enroll each time a different person sends a secure message?

No, the recipient will only need to enroll once, as long as each person is sending secure messages to the same email address.

9. I have one email account but it has multiple ways for people to send me email using nicknames and aliases. Will this affect my receipt of secure emails?

The secure email delivery system registration is only for the specific email address you register. Aliases and nicknames are viewed as different email addresses and must be registered individually.

10. I sent a secure email but the recipient never received it. What is the problem?

The first time you send a secure message the recipient receives an ordinary email with a subject [SEND SECURE]. Your message may have been confused for junk mail or a potential virus. It is good practice to notify the recipient before you send a secure message the first time, so they will recognize your secure email. For additional assistance contact the IT HelpDesk at (502)852-7997 or helpdesk@louisville.edu.

11. If the recipient needs to reply to my message, will their reply be secure?

Yes, the recipient may select a button to send a secure reply to your message.

12. I registered in the Cisco Secured Email System. Is my userid and password the same as my ULink userid and password?

No, the Cisco Secured Email System userid and password are unique. The userid in the Cisco Secured Email System is set as your email address and cannot be changed.

13. I received a secure email, but when I tried to view it, nothing displayed. How can I view the secure message?

Right click on the attachment, select "Open With" and open the attachment with your browser.

14. When I send an email from one email account to another, is it encrypted?

If you use the email address book or the userid@exchange.louisville.edu address format, your email will automatically be encrypted. If you use the Preferred Email Account (PEA) format, your email will not be encrypted. The PEA causes email to go out to the Internet. For example, email sent to nickname@louisville.edu or userid@louisville.edu will not automatically be encrypted.

15. I use UofL's Email Web Client or a Macintosh Email Client. Can I send emails securely?

Yes, you can. To do so:
  1. Type [SEND SECURE] (square brackets and all uppercase letters are required) in the subject line of your email.
  2. Type in the subject of the email as you normally would directly after [SEND SECURE]
.

16. I have installed the upgrade to email and the plug-in, but I don’t see the "Send Secure" button when I open an email. Why?

It may be that you are using a different computer. The upgrade and plug-in are client-specific, not user-specific. Therefore, these changes only apply to the machine(s) where they have been installed. Also, you will only see the "Send Secure" button within a new email.

17. I received a secure email and it is taking a long time to open in my web browser.

A sender may send up to 10MB of attachments in a secure email. Since any attachments that are included in the secure message are encrypted in the securedoc.html file, it may take a substantial amount of time to open in any web browser.

18. I forgot my password. What can I do?

Go to Cisco Secured Email to retrieve your password. When prompted for user name, enter the email address you registered. If you are unable to provide the answer to the challenge question, contact the IT HelpDesk at (502)852-7997 or helpdesk@louisville.edu.

19. How long is my secure email kept?

Secure email is treated as any other email you receive and the same rules of retention apply.

20. I sent an email but did not select to send it securely; however, the recipient received it as a secure email. How did this happen?

Similar to methods of virus and spam detection, the Cisco Secured Email system looks for key words in the subject line, body, and attachments of your email message. These key words are assigned points and when an email reaches the system threshold, it is flagged and sent securely.

21. Multiple people use this workstation. I set up the Cisco Secured Email Secure Email client when logged in using my Windows id and password. Others that login using the Windows id and password can't send secure email. What is the problem?

The Cisco Secured Email plug-in is account-specific for Windows accounts. Therefore, if multiple people use one workstation, anyone wishing to use the secure send option will need to install the plug-in for their individual Windows profile.

22. Automatic spell-check does not work when I send secure email. What's wrong?

The send secure function overrides the natural send process and the automatic spell-check does not kick in prior to sending your message. To run a spell-check, click spell-check before sending your message.

23. Is the email sent within Outlook encrypted like it was within GroupWise?

No. You must use the university's Send Secure solution to encrypt sensitive data sent from Outlook to other Outlook users. Note: You must use the recipient's email nickname (first.last@louisville.edu) instead of selecting the user from the Outlook address book. For more information on sending sensitive data through email, go to the Cisco Secured Email page.