The new version of MAC OS X, 10.10 (Yosemite) is expected to be released today, Thursday October 16th, and is currently incompatible with the ClearPass registration system and potentially other services at Rowan.

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Summary

The University's information security policies require Information Resources & Technology to scan all outgoing email for potentially sensitive information. To ensure the confidentiality of information sent via email, IRT uses Cisco Email Encryption.


 

What is Email Encryption?


Email encryption is a secure method of transmitting information that ensures the content of an email can only be read by the intended recipient. This helps protect the confidentiality and integrity of email sent to non-Rowan addresses and prevents confidential and identity information from being stolen by unintended recipients.

The system does NOT encrypt email sent to another Rowan address using the Exchange email system.

Cisco Email Encryption works by:

  • Identifying outbound email messages that match encryption policies
  • Encrypting the email messages.
  • Sending encrypted messages using Cisco Registered Envelope Service

Recipients of an encrypted message will receive an email with directions and a link to view the secure message. If the recipient does not retrieve the message before the expiration date (14 days from the date sent), the sender will receive an expiration notification message. The original message will then be deleted from the secure website.

Sending Secure Email


This procedure only applies to Exchange email sent to external domains.

All outgoing email is automatically scanned for ePHI and HIPAA related data.  If any potentially sensitive content is found, the email will be automatically encrypted to external recipients.

Potentially sensitive data that will trigger encryption includes:

  • Social Security Numbers
  • Credit Card Numbers
  • Medical Data
  • Financial Data

There are two ways to manually send a secure email:

  • Add "rowanencrypt" in lower case to the body of your email. (Trigger words "zixencrypt" or "zixsecure" used with our previous system will continue to work as well)
  • In Outlook, click Options and then Security in a new message and select "Encrypt message"

How to read an encrypted email


IMPORTANT:
 Encrypted messages expire 14 days after the message is sent

After sending an encrypted message, the recipient will receive the following notification in their inbox:


The recipient simply needs to click the attachment and follow the prompts.

The sender will receive a confirmation of delivery once the message has been retrieved.

If you believe a message you sent was encrypted when it should not have been, please contact the Technology Support Center at 856.256.4400 or support@rowan.edu.  

Registering with Cisco Registered Envelope Service

First time users must register. Registration only needs to be completed once.

The first time you receive an encrypted email notification, click "REGISTER."




After selecting "REGISTER" you will be taken to the "NEW USER REGISTRATION" page.



Complete the form, choose a password, click "Register" and the following message will appear:




In your inbox, you will receive an activation message. Select the "Click here to activate this account" link.



You will then be taken to a confirmation page:
 

Reading an encrypted email on a Mobile Device


To read a secure message on Android, open the securedoc.html attachment in a web browser or follow this procedure:

  • Open the secure message in your mail application.
  • Tap "Forward" to send this message with attachment to mobile@res.cisco.com.
  • You will receive an email from mobile@res.cisco.com with a link to the temporary stored message.
  • Tap the link in the email.
  • Select your email address from the "Your address" drop-down menu and then tap "Open."
  • Enter your password in the "Password" field and then tap "Open."


To read a secure message on iOS:

  • Open the secure message in the "Native Mail" application.
  • Tap "Include" and then "Forward" to send this message with attachment to mobile@res.cisco.com.
  • You will receive an email from mobile@res.cisco.com with a link to the temporary stored message.
  • Tap the link in the email.
  • Select your email address from the "Your address" drop-down menu and then tap "Open."
  • Enter your password in the "Password" field and then tap "Open."



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