Xerox Email Encryption Recipient Guide Cisco Registered Envelope Service
2014 Xerox Corporation. All rights reserved. Xerox and Xerox and Design are trademarks of Xerox Corporation in the United States and/or other countries. BR12437 Other company trademarks are also acknowledged. Document Version: 1.0 (February 2015).
Table of Contents Overview... 1 Opening and Reading Your Encrypted Email... 2 Sending Email to Xerox... 8 Resetting Your Password... 9 Xerox Email Encryption Recipient Guide iii
Overview Establishing secure lines of communication is a top priority at Xerox. It is vital that we properly secure information that travels through our email servers. The protection of Personal Information [PI} is critical to maintain our reputation and achieve our goals. Protecting information that has been entrusted to us is crucial to the Xerox business because data management is the core of so many of the services we offer. One of the tools we use to protect data in transit is Cisco Registered Envelope Service. A Cisco Registered Envelope is an encrypted email message that is password-protected. If you receive a password-protected Registered Envelope, you need to set up a free user account with Cisco Registered Envelope Service to open your encrypted message. After you are enrolled, you will be able to use the same password to open all future registered envelopes. What is Personal Information? [PI] Personal Information defined, is information in any form (written, oral or electronic) that could be used alone or in combination with other information to identify an individual. Some information, such as a Social Security Number, can be used alone to identify an individual, and is therefore considered Personal Information. Other types of information, such as a zip code, must be combined with other data to identify an individual in order to be considered Personal Information. There are a variety of types of data that, alone or in combination with other information, can be used to create Personal Information. These include, but are not limited to: An individual s name, address, zip code, email address, telephone and fax numbers All dates related to an individual (e.g., birth date, admission date) Health-related information of any kind, including providers, treatment, insurance coverage, and payment information Account or card numbers identifying a specific individual's account, including medical, health care, and financial accounts Tax ID and Social Security Number, driver s license and license plate numbers, photograph, or biometric identifier User IDs, passwords, and logins Employment and education records Compensation and benefits information Financial Information for both Xerox and our clients: this includes internal accounting and financial reporting data, credit card numbers, bank account information, mortgage information, client finance and accounting information, etc. 1
Opening and Reading Your Encrypted Email First Time User - Registration 1. Click and open email. Figure 1 2. Double-click on the attachment to open. Figure 2 3. Select Save and choose where your file will be stored. Double click the file to open. Figure 3
Cisco Registered Envelope 4. If you are a first time user, you will need to register. Click the Register button. Note: If you are a registered user, skip to Opening your encrypted email Registered user. Figure 4 5. Enter the required information for new registration. Click Register. Figure 5 Xerox Email Encryption Recipient Guide 3
The following message will appear. Instructions to activate your account will be emailed to you. Figure 6 3. Click the Click here to activate this account link. Figure 7 You will receive a confirmation message. Figure 8
Cisco Registered Envelope 4. Click the Open button on your registered envelope. Your secure message is now open. Once a message is open, you can use the tool bar to Reply, Reply to All, and Forward. 5. Click the Logout button once you are done with the application. Opening Your Encrypted Email Registered User 6. Click Open, and then enter your password in the space provided. Click the OPEN button. Figure 9 Xerox Email Encryption Recipient Guide 5
Replying to Messages 1. Click the Reply button. Figure 10 2. Compose your message and click Send. Figure 11 You should receive a confirmation message stating that your message was sent successfully.
Cisco Registered Envelope Forwarding Messages 1. Click the Forward button. 2. Enter the recipient in the To field then click Send. You should receive a confirmation message stating that your message was sent successfully. Figure 12 Xerox Email Encryption Recipient Guide 7
Sending Email to Xerox Using Cisco Registered Envelope Service, you can also compose and send a secure email to Xerox. To compose an encrypted message: 1. Click the Compose button from the Inbox screen. Complete the fields as normal. 2. Click the Send button. Figure 13
Cisco Registered Envelope Resetting Your Password To reset your password: 1. Click the Forgot password? link. Figure 14 2. Enter your email address. Click the Continue button. Instructions to reset your password will be emailed to the email address you provided. Figure 15 Xerox Email Encryption Recipient Guide 9
3. Click on the link provided to reset your password. Figure 16 4. Enter the answers to the security questions that you chose during registration. Then, enter and confirm your new password. Click Continue. Figure 17 You will receive a confirmation that your password was successfully changed. Click the link provided to log into the service.