Department of Alcohol & Drug Programs
Information Management Services Division (IMSD)
EMAIL ENCRYPTION INSTRUCTIONS
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Why Do We Need Email 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). Email 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 email security system to allow encryption of messages and data sent through the departmental email 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 Email Message
Sending an encrypted email message is very easy. Please remember, you can only send an encrypted email message to someone outside of ADP (not someone with an email address of @ADP.CA.GOV or @ADP.STATE.CA.US). The instructions are as follows:
Subject Line
To send an encrypted message, type the word “ENCRYPT” within the subject line of any email message. The word “ENCRYPT” can be typed in any case within the subject line (as shown below).
That’s it!! Simple isn’t it?????
Receiving an Encrypted Email
The next section of this document will describe the “end user” experience of an ADP customer that will receive an encrypted email 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) 327-3010.
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 email client used by the recipient, the attachment can either be opened or saved to the local system. Some email systems may not allow the “Message_zdm.html” file to be opened from within an email 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.
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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.
If you have an existing account with Microsoft Exchange Hosted Encryption Service you will be prompted to enter the password for your existing account.
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After clicking the “Submit” button, an email will be sent to your inbox and the screen below will appear:
Upon returning to your inbox you should have received an email from Microsoft Exchange Hosted Encryption.
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Open the email from Microsoft Exchange Hosted Encryption and click the link within the body of the email. You should now be able to view the contents of your encrypted email within your browser.
After reading your email, 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 email once you have finished reading your email 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 email.
After clicking the link above, a password recovery email will be sent to you and the following screen should appear:
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Return to your inbox and look for an email from Microsoft Exchange Hosted Encryption. Open the email from Microsoft Exchange Hosted Encryption and click the link within the body of the email. You should now be viewing the “Update Account Information” screen within your browser.
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 email within your browser.
