Guidance for using the East Sussex County Council Secure system

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1 Guidance for using the East Sussex County Council Secure system ESCC February 2010

2 Using the ESCC Secur system The ESCC Secur system is an system that provides a high level of security to protect sensitive or confidential information that we need to send to you or that you may need to send to us. If you want to reply to a secure that you have received from a member of staff at East Sussex County Council or you want to send a secure to us you must use the ESCC Secur system (also referred to as Voltage Secur ). If you receive a secure from us If you receive a secure from a member of staff at ESCC you will see a screen similar to this: This example uses a Hotmail account viewed with the Internet Explorer browser. Other webmail services, browsers or clients (such as Outlook Express, Mozilla or Thunderbird) will display slightly differently and may handle attachments differently depending on how they are set up. Page 2 of 14

3 This message is telling you that you have received a secure from us. The we sent to you is attached to this message and you must open the attachment to access the secure system which will unencrypt the message for you to read and if necessary reply securely. When you open the attachment it will look similar to this: To read the secure message you must click on the Read Message button which will take you to the secure mail system. Some systems will block this from working (e.g. Hotmail) so please use the Need Help? link to find out how to read your secure message. If you have not used the system before you will be asked to register your address and create a password. Registering with the system The following screen shots are a walkthrough of the registration process. The first screen you see will look like this: Page 3 of 14

4 Type in the full name of your mailbox: Page 4 of 14

5 As a first time user you will see the registration screen where you will be asked for additional information to register on the system: When you have completed the registration details click on Continue and you will be referred back to the mailbox you are registering to confirm registration of your mailbox on the system: Page 5 of 14

6 Open the mailbox that you are registering and you should now find a message from the confirming your registration. Please note that this may look different depending on which mail system you use, the example here is a Hotmail account viewed through Internet Explorer 6. Page 6 of 14

7 Open the confirmation message from the server team and you will see something like the following screen which gives you a link back to the secure mail system: You have now registered your mailbox on the secure system and can now use it to send secure, encrypted messages including attachments to ESCC mailboxes. Please note that you cannot use this system to send secure messages to mailboxes that do not belong to East Sussex County Council. If you have not received a confirmation message back to your mailbox please go back to screen 1 and try again making sure that your mailbox details are complete. The next section is a walkthrough of how to use the system to reply to or to send secure messages. --- Page 7 of 14

8 Replying to a secure you have received from us When you click on the link to the system you will be asked to sign in: Enter your mailbox name and you will be asked for your password (the one you entered on the registration screen): Page 8 of 14

9 Type in your password, click on Sign In and you will see a screen similar to this: To reply securely, click on Reply or Reply to All and you can compose your response: Page 9 of 14

10 Click on Send Secure to send your reply back to us as a secure, encrypted . You will then see the confirmation screen that tells you that you have sent a secure . You can then choose to go back to the original message or sign out from the system. Page 10 of 14

11 If you choose to sign out of the system you will see the following screen: Sending us a secure If you want to send us a secure that is not a reply to one that we have sent you can use the secure system by following this link: Page 11 of 14

12 https://voltage-pp-0000.eastsussex.gov.uk/login The process for signing in or registering is exactly the same as explained previously in this guidance. When you have signed in you will see the screen where you can compose your message and add any attachments: When you have composed your message it will look similar to this: Page 12 of 14

13 Click on Send Secure and your message and any attachments will be encrypted and sent to the relevant ESCC mailbox. You will now get a confirmation screen telling you that your message has been successfully: Page 13 of 14

14 If you want to send another secure message click on Send Another Secure Message which will take you back to the new message screen. If you have finished using the system please click on Sign Out : This screen tells you that you have signed out of the system. Page 14 of 14

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