SECURE . Information Systems Division
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1 SECURE Information Systems Division
2 SECURE This material covers information for stateand non state employees who send and receive s that contain protected information for the Department of Intellectual and Developmental Disabilities 2
3 The following sections are covered: Sending using the state system (pg. 7-10) state address to state address (pg ) state address to non state address (pg ) Receiving state address to state address (pg ) state address to non state address (pg ) Accessing non state employees accessing portal (pg ) Working inside the portal non state employees logging in, viewing inbox, replying, attaching files, deleting & printing (pg ) Notifications state and non state employees (pg ) Support state and non state employees (pg ) 3
4 Any state employee using the state system can send secure s to state and non state employees. The current state system for DIDD employees is Outlook: Outlook 2003 Outlook 2010 Outlook Web (mail.tn.gov) To ensure the content of an is protected, that must originate from the state system. Note: The state system directs s which have been identified as secureand are addressed to non state addressesto thestate of Tennessee Secure Web Mail portal. 4
5 When using the state system to send s that contain HIPAA Information, an individual s demographics, or any information specific enough to identify that individual and services, then [secure ] is included in the subject line. This is mandatoryfor DIDD employees when sending to non state addresses. It is strongly recommended even when sending to state addresses. Doing so lessens the chance of s being forwarded to non state addresses unsecured. 5
6 Examples of non state address: Examples of state address: Note:You are using the state system when you send an and the FROM address contains tn.gov after symbol 6
7 Sending [secure ] from the state system 7
![email] from](/docs-images/43/5721617/images/page_7.jpg "the state")
8 Type the words secure inside brackets [] in the subject line of the . Example: [secure ] This places encryption on the protecting the content and any attachments. It will also direct the message to the Secure Web Mail portal. 8
![Example: [secure email] This places encryption on the email](/docs-images/43/5721617/images/page_8.jpg "protecting the content and any attachments.")
9 [secure ] can be anywhere in the subject line. Example: Re: [secure ] yada yada yada Fwd: [secure ] blah blah blah Fwd. Re: [secure ] yada blah yada blah [secure ] this that and the others This and that [secure ] The others [secure ] go figure This lessens the chance of s being forwarded to non state addresses unsecured. 9
![Re: [secure email] yada blah yada blah [secure email] this that and the others This and that](/docs-images/43/5721617/images/page_9.jpg "[secure email] The others [secure email] go figure This lessens the chance of emails being")
10 Remember when sending [secure ] DO NOT use a persons First and Last Name in the Subject Line. Example: Blade Sanwell Instead, use first initial of first name and last name or first name and first initial of last name Example: B Sanwell Blade S 10
11 Sending [secure ] from state address to state address 11
12 Sending [secure ] from state address to state address OIR has enabled encryption within the state system. All s sent from state addresses to state addresses are automatically protected. It is strongly recommended that DIDD employees using the state system include [secure ] in the Subject line when sending protected information in a new , replying to an , or forwarding an to another state address. 12
![It is strongly recommended that DIDD employees using the state email system include [secure email] in the Subject line](/docs-images/43/5721617/images/page_12.jpg "when sending protected information in a new email, replying to an email, or forwarding an email to another state email")
13 Sending [secure ] from state address to non state address 13
14 Sending [secure ] from state address to non state address It is mandatoryfor DIDD employees using the state system to include [secure ] in the Subject line when sending protected information in a new , replying to an or forwarding an to a non state address. This enables encryption that is handled by McAfee Gateway Appliances, which is the State of Tennessee Secure Web Mail portal. 14
15 Remember: When in doubt, assume that your message contains HIPAA or protected information, and use [secure ]. 15
16 Sending [secure ] from state address to non state address(cont.) The state address receives a Mail Monitoring Notification from Secure Delivery when a secure is being sent to a non state address. View of Inbox from Outlook
17 Sending [secure ] from state address to non state address(cont.) The Mail Monitoring Notification provides information that it detected a secure is being sent & provides information on Date, Message ID, Sender, Recipient, & Subject View of from Outlook
18 Sending [secure ] from state address to non state address(cont.) The non state address receives a Secure Web Delivery Notification from the state address containing a linkto the State of Tennessee Secure Web Mail portal where the original protected message can be retrieved. View of Inbox from a non state system (xfinity) 18
19 Receiving [secure ] from the state system 19
![email] from](/docs-images/43/5721617/images/page_19.jpg "the state")
20 Receiving [secure ] sent from state address to state address 20
21 Receiving [secure ] sent from state address to state address OIR has enabled encryption within the state system. You will receive the in your inbox that contains protected information in the same manner as all other s. Whether you are using Outlook 2003, 2010, or Outlook Web. There are no additional steps needed. The only difference you will notice is that [secure ] is included the Subject line. Note: In this case messages are notdirected to the Secure Web Mail portal 21
22 Receiving [secure ] sent from state address to state address (cont.) View of Inbox from Outlook 2010 View of from Outlook
23 Receiving [secure ] sent from state address to non state address 23
24 Receiving [secure ] sent from state address to non state address (cont.) Open the Secure Web Delivery Notification from the state address. View of Inbox from a non state system (xfinity) Note: In this case, the original messages isdirected to the Secure Web Mail portal.this message is only an notification. 24
25 Receiving [secure ] sent from state address to non state address (cont.) The contains a linkto the State of Tennessee Secure Web Mail Portal where the original protected message can be retrieved. Click on View Message 25
26 Accessing [secure ] from the Secure Web Mail portal 26
![Accessing [secure email] from the Secure Web Mail portal Clicking the View Message link in the email notificationyou received will open your internet browser, taking you to](/docs-images/25/5721617/images/27-0.png "the Secure Web Mail portal Login screen Note:Only non state email address will access the Secure Web Mail portal. Remember the state email system has email encryption enabled.")
27 Accessing [secure ] from the Secure Web Mail portal Clicking the View Message link in the notificationyou received will open your internet browser, taking you to the Secure Web Mail portal Login screen Note:Only non state address will access the Secure Web Mail portal. Remember the state system has encryption enabled. 27
28 Accessing [secure ] from the Secure Web Mail portal (cont.) The first timeyou are accessing the Secure Web Mail portal from this non state address, you will need to create a password. The User Name field is your address & is automatically filled in. Create a passwordthat is at least 8 characters long. You will need to type this password in both the Passwordfield and the Confirm Password field. Click Submit. 28
29 Accessing [secure ] from the Secure Web Mail portal (cont.) Each time you access the Secure Web Mail portal the User Name field is automatically filled in with your address. Type the password you created in the Password field. Click the Submit button. Passwords do not expire. Clicking the Reset button only clears what was typed in the Password field. 29
30 Accessing [secure ] from the Secure Web Mail portal (cont.) If you do not remember your password, click the Forgot Your Password linkin the notification you received. You will see an Informationscreen from your Internet Browser notifying you to that a temporary password has been sent to the non state address. 30
31 Accessing [secure ] from the Secure Web Mail portal (cont.) Return to your non state and open the Secure Web Delivery Password Reset Notification from Secure . In the notification: Make note of the New Temporary Password. Click the Reset Password Link. 31
32 Accessing [secure ] from the Secure Web Mail portal (cont.) Your internet browser will open to the screen where you will type in the Temporary Passwordthat was received in the Secure Web Delivery Password Reset Notification . Create a new passwordthat is at least 8 characters long. You will need to type this password in both the Passwordfield and the Confirm Password field. Click Submit. 32
33 Accessing [secure ] from the Secure Web Mail portal (cont.) Your internet browser will open the Informationscreen confirming your password was changed successfully. Re-open the Secure Web Delivery Notification , and click on the View Message link. Type your new password into the Password field. Click Submit. 33
34 Working with [secure ] inside the Secure Web Mail portal 34
35 Working with [secure ] inside the Secure Web Mail portal Once you are logged into the Secure Web Mail portal, the Inboxis displayed. 35
36 Working with [secure ] inside the Secure Web Mail portal (cont.) The Inbox has two sections. One section displays the sender and subject information. The other section displays the contentof the you select. To select an click on the subject line. 36
37 Working with [secure ] inside of the Secure Web Mail portal (cont.) The onlyoptions available in the Inbox of the Secure Web Mail portal are: Reply Delete Print Remember: The must originatefrom the state system. 37
38 Working with [secure ] inside of the Secure Web Mail portal (cont.) When replying to a message in the Inbox, the reply is only sent to the address that sent the message. You can not add any other address in the To:field. You can not see or reply to any other addresses that received the same . 38
39 Working with [secure ] inside of the Secure Web Mail portal (cont.) Attaching documents when Replying Click Attach. In the Upload Panel window, click Browse to locate your file. After locating and selecting your file, click Attach. Click Reset to select another file. 39
40 Working with [secure ] inside of the Secure Web Mail portal (cont.) After attaching the file, the Successwindow will appear. Click OK. The file you attached will be displayed in the window. 40
41 Working with [secure ] inside of the Secure Web Mail portal (cont.) Click Send. Click OKin the Information window indicating your message is being sent. 41
42 Working with [secure ] inside of the Secure Web Mail portal (cont.) Select messages for deletion. Click DELETE. In the Information window, click Yesor Noto confirm. Once files are deleted, they CANNOTbe recovered. 42
43 Notifications from Secure Web Mail portal for [secure ] 43
44 Notifications from Secure Web Mail portal for [secure ] When an in the portal has not been opened at least twocalendar days from the date received, a notificationmessage is sent to the receiver of the [secure ] that the message has not been opened. Notifications are currently generated every two days until the message is opened or deleted. Allmessages are deleted from the [secure ] inbox once they are fourteen (14) calendar days old. Notification messages are notsent for automatic 14 day deletions. 44
45 Notifications from Secure Web Mail portal for [secure ] (cont.) Automatic Out of Office replies are not sent/generated from within the Secure Web Mail portal. Example: State address sends to non state address who has an automatic out of office reply setup. The state address does not receive the automatic out of office reply back into the state system. This is because the secure went to the portal and not directly to the non state address However, when in the portal and sending & receiving messages though the portal, you may see automatic out of office replies. 45
46 Support for [secure ] 46
47 Support for [secure ] State Employees and Non State Employees can for assistance. 47
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