Wakefield Council Secure email and file transfer User guide for customers, partners and agencies The nature of the work the council carries out means that we often deal with information that is sensitive and which we wouldn t want to fall into the wrong pair of hands. Whilst we have measures in place such as using secure postal services, we are increasingly sending information by email. This is quicker and more convenient for the customers, partners and other agencies we work with. We are therefore introducing an easy to use piece of software that will help ensure that any information sent by email is secure. Secure email communication We are introducing new software, Cryptshare, which allows council employees to send information securely to external email accounts. The system provides strong (256-bit) encryption for stored data and data in transit. All recipients can securely receive messages sent by the council via Cryptshare, or initiate communications with the council, for free by following a few simple steps. 1. Retrieving information sent via Cryptshare When we send you information using Cryptshare you will receive a message that contains a link to a secure server. Data sent to you via this system is stored on this secure server for a time limited period for you to download. To retrieve the data, click on the link in the body of the message you have received, or in the direct download section of the message. You will now be taken to the download area. The transfer ID should be pre-populated. You should have been provided with a password for the transfer by the sender. If not, their contact details will be contained in the notification message you have received. Enter the password you have been provided for the transfer and then click Next. You will now see the details of the files that have been provided to you by the sender. Published Version 2.0 Page 1 August 2014
The files available can be downloaded individually or all together as zip archive file. Click on the.zip archive file to open or save all the files together. Or Click on each separate file to open or save them individually. Once you have downloaded the files, click Finish. If you have retrieved all your files you can now close your browser and exit the system. 2. Sending / providing information via Cryptshare If you want to send information securely to a recipient in the council, you first need to access the secure email and file transfer system. The link to the system, which can be copied or typed into the address bar of your Internet browser software, is https://securemail.wakefield.gov.uk. This link will take you to the main screen and can be saved in your browser favourites for future use. Click on Provide to initiate a secure file transfer / email. Published Version 2.0 Page 2 August 2014
2.1. First Time use If this is the first time you have used the Wakefield Secure email web interface you will need to register your details and verify your email address. Provide your contact details here. These will be used by the system to send your data to the recipient and allow them to contact you if required. Your full name Your contact phone number Your email address with will be verified by the system. Once complete, click Next. You will now be sent a verification code to the email address you have provided. This is to validate the email address you have provided. Copy the verification code, enter it into the verification page and click Verify. 2.2. Sending / providing information Once you have verified your details, and on subsequent use of the system, you will be presented with a screen to initiate your transfer. The details you have provided and verified to use the system will be pre-populated. These can be changed or deleted by you, using the Change or Delete options available. Enter the email address of the recipient(s) for your message. Click Next to proceed. Published Version 2.0 Page 3 August 2014
At this stage you can choose to add a confidential message, add files or both. Click on this icon to add a confidential message. Click on this icon to add files to your transfer. Once you have added the message and/or the files you wish to send, click Next. The next step in the process is to define the transfer options for the message you are sending. Here you can enter a number of settings that control the transfer process. Expiration date - determines the length of time the files are available to the recipient for download. A default period of 10 days is currently set. After the expiry date the files will be removed from the secure server and will no longer be available for download Language - Select a language for the notification text to the recipient. Notification email - If you activate this option, you will be notified via e-mail if one of the recipients of your message downloads the files that you have provided. A separate notification will be provided for each attempted download. Password the provision of a password for the transfer of information is mandatory. Generate password the system automatically generates a password for you. Enter password enter a password of your choice. The password must be a minimum of 8 characters in length. You will be prompted if the password does not meet the required criteria. Ensure you make a note of the password before you start the transfer. If you do not remember the password for data you have provided, the data cannot be downloaded and the password cannot be changed. The data will be deleted from the system after the expiration date specified. Once you have specified the required transfer options, Click Next to continue. Published Version 2.0 Page 4 August 2014
Having added the files you want to send and specified the transfer options, you will be presented with an outline of the notification that will be sent to the recipient. This is a standard message. Whilst you can amend the subject line of the notification, the body of the text, which will contain the link to the files on the secure server when the transfer is initiated, cannot be amended. Click on Start Transfer to initiate the secure transfer process. The system will confirm the successful completion of the upload and provide a summary of the transfer that has been undertaken. The files that have been transferred. The recipients. The transfer options that were applied. The transfer process is now complete. You can either choose to Begin New Transfer if you have other information to provide, or simply close your browser. Published Version 2.0 Page 5 August 2014