ACS Email Encryption Recipient Guide

ACS Email Encryption Recipient Guide

ACS ENCRYPTION SERVICES / TRAINING AND AWARENESS ACS Email Encryption Recipient Guide Email Encryption Recipient Guide ACS A Xerox Company 2828 North Haskell Dallas, TX 75204 For Support Call 1-866-356-4890 Email Encryption Recipient Guide v2.1 1 ACS, A Xerox Company

Table of Contents INTRODUCTION... 3 OPENING AND READING AN ENCRYPTED EMAIL... 4 SENDING AN ENCRYPTED EMAIL TO ACS... 9 MANAGING ENCRYPTED MESSAGES... 10 Email Encryption Recipient Guide v2.1 2 ACS, A Xerox Company

Introduction Establishing secure lines of communication is a top priority at ACS. Every day we handle a multitude of sensitive and confidential information on behalf of our clients and employees. It is vital that we properly secure information that travels through our e-mail servers. The protection of Personal Information is critical to maintain our reputation and achieve our goals at ACS. Protecting information that has been entrusted to us is crucial to ACS business because data management is the core of so many of the services we offer. In addition to legal requirements, our customer contracts require that we use, handle, and store Personal Information in accordance with specific standards, which can differ widely from customer to customer with monetary, legal, and other penalties for failure to do so. As part of our work to continually provide world-class service and to assure our clients and employees that their Personal Information is safe, ACS Information Systems Security Services and ACS Messaging have worked together to provide e-mail encryption services to our clients and employees. Information that Requires Encryption ACS manages highly sensitive information for our employees, clients, and our clients customers and constituents. This information is known as 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 ACS 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. Email Encryption Recipient Guide v2.1 3 ACS, A Xerox Company

Opening and Reading an Encrypted Email 1. Open your email message entitled ACS Secured Message. 2. Click on the link provided to read the message. ACS Secured Message From: acs.employee@acs-inc.com) Add contact Sent: Fri 2/01/08 1:26 PM To: Jane.safe@anywhere.com You have received an ACS Secured Message from: Employee, ACS <acs.emplyee@acs-inc.com> To read this message securely, please click this link: https://acspgp01.acsinc.com/b/b.e?r=jane.safe28%40hotmail.com&n=mzqkc3%2b7zgm79cfkvcni9w%3d%3d CONFIDENTIALITY NOTICE: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. 3. If you are a first time user, you will be prompted to create a passphrase. This allows access to a secure Inbox where you can read the decrypted emails. Click on Continue to proceed. Email Encryption Recipient Guide v2.1 4 ACS, A Xerox Company

Opening and Reading an Encrypted Email (continued) On the Message Delivery Options page, you will be prompted to select the way you want to receive future e-mails from ACS. At the present time the PGP Web Messenger is the only option and is already selected for you. (This is for screen is for first time users only.) 4. Click the Choose Option button. NOTE: It is recommended that you check the box labeled: Save a copy of all outgoing messages in my Sent Mail folder. Email Encryption Recipient Guide v2.1 5 ACS, A Xerox Company

Opening and Reading an Encrypted Email (continued) Please Note the Following with Regards to Login: If you have already set up your account you will only be asked to enter your passphrase. If you have previously logged in and forgot you passphrase you will receive the following screen; or if you log into Web Messenger directly (log out and log back in) you will also receive the following screen. If you receive this screen Type your E-mail Address and Passphrase on the PGP Web Messenger login page. 5. Click the Login button. Email Encryption Recipient Guide v2.1 6 ACS, A Xerox Company

Opening and Reading an Encrypted Email (continued) You are directed to your personalized Secure Inbox as shown below. If there are multiple messages, the PGP Universal server displays all messages. 6. Click on the desired message from the list. Once a message is open, you can use the tool bar to Reply, Reply to All, and Download Attachments or Delete. Note: Recipients can reply back to a secured e-mail as long as: 1. The reply is sent to those listed as recipients on the e-mail. 2. The reply is sent to an email address that is part of a managed domain (currently the managed domain consists of email addresses containing asc-inc.com, acs-hro.com and buckconsultants.com) Email Encryption Recipient Guide v2.1 7 ACS, A Xerox Company

Opening and Reading an Encrypted Email (continued) 7. Click the Logout button, once you have completed your tasks. If the recipient attempts to send an email to someone who is not already carbon-copied on the email or is not part of the managed domain, the following error message will appear: Note: Please be aware that attachments do not appear with the paperclip icon as they do in Outlook. Recipients of encrypted email must scroll down to the end of the message to confirm that an attachment has been included with the email. Email Encryption Recipient Guide v2.1 8 ACS, A Xerox Company

Sending an Encrypted Email to ACS You can send a secure e-mail to ACS using Web Messenger. With this procedure, emails originating from the Client or Vendor site may only be sent to persons with managed ACS domains listed on the PGP server. This typically includes emails sent to recipients with the following domain addresses as well as some others: acs-inc.com acs-hro.com buckconsultants.com To compose an encrypted message: 1. Click the Compose button from the Inbox screen. Complete the fields as normal. 2. Click the Send button. Note: DO NOT SEND emails to a distribution list. The PGP server is not designed to send encrypted messages to distribution lists. The name(s) of each recipient must be entered individually. Note: Your session will time-out after 15 minutes of inactivity. You will have to log in again and compose your entire email. Email Encryption Recipient Guide v2.1 9 ACS, A Xerox Company

Managing Encrypted Messages Users of email encryption who have their email system set up to automatically save outgoing messages in the Sent folder can review and manage these messages by selecting the Sent button from any screen. When this is done, the following screen will appear: By selecting the desired sent message, you can display it for review and/or deletion. Remember the amount of memory allocated for messages is not very large, so please keep the number of messages saved in the Inbox and Sent box to a minimum. Email Encryption Recipient Guide v2.1 10 ACS, A Xerox Company