GCSx Guide for Internal Users. How to send sensitive business and personal information securely

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1 GCSx Guide for Internal Users How to send sensitive business and personal information securely

2 Document control Description Version V.2 Created May 2013 GCSx Guide for Internal Users Status Approved Authorisation Name Date Prepared by XXXXXX May 2013 Checked by XXXXXX July 2013 Approved by Version control Version no. Date Author Reason for new version V 1.1 May 2013 XXXXXX Creation of Guidance V 2.0 July 2013 XXXXXX Amended to include reference to protective marking. Additional minor amendments to make document available as corporate policy instead of solely for Adults & Communities. Date last reviewed: [ July 2013 ] Date of next review: [ July 2014 ] 2

3 Contents GCSx Guide for Internal Users... 1 How to send sensitive business and personal information securely... 1 Contents... 3 Introduction... 4 Encrypt and Send... 5 Access to GCSx mailbox... 6 Setting up a GCSx mailbox... 7 Adding Shared Mailbox - Outlook 2002 or Adding Shared Mailbox - Outlook Using protective marking... 8 Sending s from GCSx mailbox... 9 Receiving s from GCSx mailbox Replying and forwarding s from GCSx mailbox Outlook and GCSx Adding GCSx address to Outlook signature Adding the GCSx Inbox to the Favourite Folders panel Help and support Helping External Recipients Appendix 1 Secure Process

4 Introduction In order to meet the needs of our residents we sometimes have to share sensitive business or personal information with other public and non-public organisations. Any such sharing is done lawfully in accordance with the Data Protection Act The council has two secure methods. The first, the Government Connect Secure Extranet, more commonly known by the acronym GCSx, facilitates the ing of sensitive personal data with other public bodies such as the police or health partners. A software application called Encrypt and Send is used when there is a valid reason to sensitive personal information to non public organisations, such as care homes. Secure is a method of sending information in s and attachments which are protected against unauthorised access. It is the responsibility of all Barnet staff to securely send s and attachments of a sensitive personal nature to other public bodies. Please note that s sent and received internally via address are automatically via a secure network so using GCSx or Encrypt and Send is not required. This guidance sets out how to use your GCSx mailbox in Outlook. If you are unsure as to when you should use GCSx, please see Appendix 1 Secure Process for guidance. Our GCSx accounts make use of the Public Sector Network (PSN). This is a secure ICT environment for the UK Public Sector. s sent via GCSx can only be delivered to recipients with addresses which are compliant with the PSN. Currently only addresses ending in the following are PSN compliant: cjsm.gov.uk cjsm.net gcsx.gov.uk gse.gov.uk gsi.gov.uk gsisup.co.uk nhs.net pnn.gov.uk pnn.police.uk scn.gov.uk hscic.gov.uk gsx.gov.uk Important notes on the - To send a secure to the LBB legal team in Harrow just add cjsm.net to the end of the recipient s - Barnet Council GCSx accounts are formed in the following way please use this format when communicating with public - Most health staff, and everyone at BEH MH NHS Trust are entitled to account; if they don t currently have one they must contact their IT department to request one is set up. 4

5 Encrypt and Send To send a secure to an individual or organisation that does NOT have an address compliant with the secure Public Service Network (PSN), then Encrypt and Send in Outlook is to be used. If you are unsure as to when you should use Encrypt and Send, please see Appendix 1 Secure Process for guidance. All Barnet staff are responsible for the information that they use and share with others and should use Encrypt and Send when: Sending sensitive business or personal information via to a individual or organisation outside of the London Borough of Barnet s secure network and if You cannot use the GCSx secure method. s sent using Encrypt and Send are not sent directly to an address they are stored in a Secure Message Center which protects the sensitive personal information against unauthorised access. The external recipient of the receives a notification that contains a link to the Secure Message Center. They have to log on to the Secure Message Center to view the and any attachments using a password, they create, as part of the initial registration. Once registered external users can use the Secure Message Center to reply, forward or compose new s, which can ONLY be sent to addresses, not any other. Guidance for staff on how to use Encrypt and Send, and for external partners on how to use the Secure Message Center is available on the intranet. Encrypt and Send Guide for Internal Users Secure Message Center Guide for External Users 5

6 Access to GCSx mailbox GCSx is used when composing an in Outlook, but it is not automatically installed for all Barnet staff. You can check if a GCSx mailbox is installed in your Outlook as follows: 1. Open Outlook 2. If installed the GCSx mailbox will be listed under All Mail Folders as below: All Barnet staff are required to send sensitive business or personal information securely. If you do not have a GCSx mailbox it is your responsibility to request it via your line manager. Your line manager authorises this request by submitting a GCSx mailbox installation request via the IS Self Service system: also acknowledging that you have been supplied with the Barnet Council PSN Acceptable Use Statements (link to document below) which outlines your user responsibilities. Barnet Council PSN Acceptable Use Statements 6

7 Setting up a GCSx mailbox Once you are advised that your GCSx mailbox has been set up by the IS Service desk it may take up to 24 hours to take effect. You then need to manually add your GCSx mailbox to Outlook to enable its use. The GCSx mailbox is in addition to your usual mailbox with address. Adding Shared Mailbox - Outlook 2002 or On the Tools menu, click Accounts. 2. In the Accounts dialog box, click View or change existing accounts, and then click Next. 3. Click Microsoft Exchange Server in the service box, and then click Change. 4. For the Exchange Server Settings, click More Settings. 5. On the Advanced tab, click Add. 6. In the Add Mailbox box, type the name of the mailbox eg: 7. Click OK twice You will need to log off your pc and then back on for the changes to take effect. Adding Shared Mailbox - Outlook Select the File menu, click on Account Settings and choose Account Settings 2. Click on the Change button and then the More Settings button then 3. On the Advanced tab, click Add. 4. In the Add Mailbox box, type the name of the mailbox 5. Click OK twice You will need to log off your pc and then back on for the changes to take effect. 7

8 Using protective marking Protective marking is a way of ensuring that access to information and other assets is correctly managed and that assets are safeguarded to an agreed and proportionate level throughout their lifecycle. It is also a way of indicating to others the levels of protection required to prevent the compromise of the information. If you are sending an using your GCSx account you must use the subject line to classify the using protective marking. This should look like the image below with the protective marking, descriptor (if appropriate) and then subject title. The Protective Marking for GCSx s Policy can be found on the intranet. You must read the Protective Marking for GCSx s Policy before using your GCSx account for the first time. 8

9 Sending s from GCSx mailbox Sending a GCSx is not automatic, you have to search for and select your GCSx Mailbox address in the From field for each being sent, to do this: 1. Open Outlook 2. Select New from the tool bar to compose a new 3. Select the drop down arrow to the right of the Options on the tool bar (not the Options button) 4. Select From in the drop down list: 5. An additional From address field will be displayed on the new . Select and search for your GCSx address from the global address list, highlight then select OK. 6. Finish composing the by completing the following as required: 9

10 To (Only use an address that is PSN compliant as per list on page 3) Cc (Only use an PSN compliant or address) Subject: (Title of the ) including protective marking classification. Attach (Add attachment/s ) Add the text in the body of the and select Send To reduce the risk of a Data Protection Act (DPA) breach there is a block on staff sending GCSx s to insecure addresses (i.e. non-gcsx addresses yahoo, hotmail, gmail etc.) s sent from your GCSx address to an address which is not PSN complaint will bounce back with a rejection notice as below. If you receive this message, it means your was not delivered. Please check the recipient s address for accuracy and compliance. Important Note: All s sent from your GCSx address are copied to your regular Sent Items folder in Outlook, NOT to the Sent Items folder of the GCSx Mailbox. You can identify from Sent Items folder which s have been sent via GCSx as they are listed under the From list with your GCSx address. 10

11 Receiving s from GCSx mailbox When receiving an to a GCSx mailbox, Outlook does not display an notification icon or message on screen or in your regular mailbox. It is your responsibility to check your GCSx mailbox on a regular basis, daily if required. To check your GCSx mailbox select the icon which will expand your GCSx mailbox folders: to the left of your GCSx mailbox If you have new s in your GCSx mailbox the Inbox will be in bold text indicating the number of new s received. All s sent to your GCSx mailbox can be viewed, opened and managed in the same way as your s to you regular inbox (i.e.: they can be moved, deleted, forwarded, replied to etc) if forwarding remember to send the securely via either GCSx or Encrypt and Send as appropriate. 11

12 Replying and forwarding s from GCSx mailbox You can reply and forward s received to your to a GCSx mailbox and unlike when sending new s they are automatically sent from your GCSx address. 1. Open your GCSx Mailbox and select Inbox 2. Highlight the you wish to reply to or forward with one mouse click, or open the with a double mouse click. 3. Select either Reply, Reply to All or Forward - check that only PSN compliant or address are used, DO NOT reply or forward to any other addresses. 4. Your GCSx address is automatically entered in the From field. Complete the as required and select Send. Important Note: All s sent from your GCSx address are copied to your regular Sent Items folder in Outlook NOT to the Sent Items folder of the GCSx Mailbox. You can identify from Sent Items folder which s have been sent via GCSx as they are listed under the From heading with your GCSx address. 12

13 Outlook and GCSx Adding GCSx address to Outlook signature If you have a GCSx address ensure you add it to your Outlook signature which appears on the bottom of your s. This informs external colleagues from Public Bodies that have a secure address. The format for all Barnet GCSx addresses is: Please see the following Intranet guidance of how to set up the Barnet standard signature in Outlook: Signature Standard - Staff Adding the GCSx Inbox to the Favourite Folders panel Adding your GSCx mail inbox to your Favourite Folders makes it easier to access and view new s received. 1. Open your GCSx mailbox and find the Inbox folder: 2. Right-click on the Inbox folder, and select Add to Favourite Folders from the menu list: 13

14 3. Your Inbox in Mailbox-Surname, Firstname, gcsx folder will now appear in the top left Mail section under Favourite Folders: 4. Your GCSx Inbox will change to bold text if there are unread s in it and the number of unread s will be displayed in blue. Click on the GCSx Inbox to read and manage your secure s: 14

15 Help and support To request a GCSx Mailbox or if you need assistance using GCSx Mailbox please contact the Service Desk on: Tel: Helping External Recipients External users of secure may contact you for guidance when they are sending and receiving s. Please assist them where you can to ensure we communicate securely and effectively with our partner organisation and members of the public. Public Bodies - Public Service Network (PSN) If the external user has secure via the PSN secure network (see page 4 for a list of compliant addresses) ensure the correct GCSx Mailbox address is communicated for Barnet staff: Non - Public Bodies - Encrypt & Send - Secure Message Center External users that receive secure s via Encrypt & Send use the Secure Message Center to read and manage s. If they contact you for assistance please ensure they have received the following guidance and make yourself familiar with it so you can assist them: Secure Message Center - Guide for External Users - How to receive and send confidential s securely 15

16 Appendix 1 Secure Process Link to Guidance: Encrypt and Send Guide for Internal Users 16

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