Department of Alcohol & Drug Programs. Information Management Services Division (IMSD) ENCRYPTION INSTRUCTIONS

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1 Department of Alcohol & Drug Programs (IMSD) ENCRYPTION INSTRUCTIONS July 1, 2010

2 Why Do We Need Encryption? Code of Regulations, Title 45, Subtitle A, Part 164 The Health Insurance Portability and Accountability Act of 1996 (HIPAA), its implementing Privacy and Security Rules, and ADP SEC-6 Policy, require the protection of the privacy and the security of all Protected Health Information (PHI). is an effective communication tool widely used to share information and data among users internal and external to the department. To ensure data protection of various levels (PHI, Personnel, Confidential, Sensitive), the Department of Alcohol and Drug Programs (ADP) has implemented an security system to allow encryption of messages and data sent through the departmental system. The protection of confidential or sensitive information (including name, date of birth, personal health information, etc.) is the responsibility of all workforce members that have any contact with these resources. In order to keep this information secure and available to only those persons that have a business need to see it, we must secure it while it is being transported. How to Send an Encrypted Message Sending an encrypted message is very easy. Please remember, you can only send an encrypted message to someone outside of ADP (not someone with an address The instructions are as follows: Subject Line To send an encrypted message, type the word ENCRYPT within the subject line of any message. The word ENCRYPT can be typed in any case within the subject line (as shown below). 2

3 That s it!! Simple isn t it????? Receiving an Encrypted The next section of this document will describe the end user experience of an ADP customer that will receive an encrypted and what they will have to do in order to view its contents. If there are any questions regarding this process, the ADP Help Desk can be contacted at (916) What the Message Will Look Like The body of the message will appear as shown below along with an HTML attachment with the name of Message_zdm.html. Depending on the client used by the recipient, the attachment can either be opened or saved to the local system. Some systems may not allow the Message_zdm.html file to be opened from within an and will require that the end user save the attachment prior to opening it. To open the Message_zdm.html attachment, double-click it and the attachment will open within your browser as shown below. 3

4 Next, you will need to click the Read Message button which will redirect your browser to Microsoft s Create a New Account website. If you do not have a pre-existing account, you will need to create a new account by entering the necessary information into the fields as shown below. Once this is complete, click the Submit button. 4

5 If you have an existing account with Microsoft Exchange Hosted Encryption Service you will be prompted to enter the password for your existing account. 5

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7 After clicking the Submit button, an will be sent to your inbox and the screen below will appear: Upon returning to your inbox you should have received an from Microsoft Exchange Hosted Encryption. 7

8 Open the from Microsoft Exchange Hosted Encryption and click the link within the body of the . You should now be able to view the contents of your encrypted within your browser. After reading your , you can send encrypted responses by using the Reply, Reply All or Forward buttons as shown above. Also, please be sure to click the Sign Out link in the upper right corner of the once you have finished reading your or have sent any responses. Forgot Password If the end user forgets their password, they can select the link shown below when attempting to log into their existing account. To receive this prompt, follow the steps above for receiving an encrypted . 8

9 After clicking the link above, a password recovery will be sent to you and the following screen should appear: 9

10 Return to your inbox and look for an from Microsoft Exchange Hosted Encryption. Open the from Microsoft Exchange Hosted Encryption and click the link within the body of the . You should now be viewing the Update Account Information screen within your browser. 10

11 Confirm your name as shown above, then create and confirm your new password. Once this is complete, click the Continue button. You should now be able to view the contents of your encrypted within your browser. 11