1. An introduction to the State’s E-mail Encryption Service State of Minnesota Office of Enterprise Technology and Department of Human Services

2. New policy and tool for e- mail and protected information. The Office of Enterprise Technology has instituted a new policy for transmitting protected information through e-mail. OET now provides a tool for encrypting e-mail. However, the e- mail must be initiated by state staff.

3. DHS will use encryption State policy now forbids protected information to be sent outbound by the state without encryption. The state solution requires encryption be initiated by state staff. County workers desiring to send protected information to state recipients should first request a secure e-mail trail.

4. Counties should use the State’s Encryption Solution Under HIPAA and the Business Agreement that DHS has with county agencies, any protected information transmitted to DHS must be secured. While many counties also provide encryption capabilities, DHS requires its staff to use the DHS solution for receiving protected information.

5. County user experience When the state initiates a secure or encrypted e-mail thread, the county user will see the following:

6. The recipient’s message looks similar to this:

7. The recipient clicks to open the attachment.

8. The recipient’s browser will open. The browser automatically connects to the secure web server and displays the “self registration” page which looks like this:

9. User Self Registration 1. The User name is the recipient’s email address. 2. The recipient will create and confirm a password.

10. User Self Registration The recipient must answer four questions to assist when password reset is necessary. Then click the “Submit” button.

11. Once the Submit button is pressed, the actual message is decrypted and displayed as shown.

12. The recipient is able to: 1. Read the message; 2. Print it, or if there are attachments, click to download them; 3. Reply to the message by clicking the Reply button.

13. The Reply screen looks like this: 1. Type in a subject 2. Add an attachment 3. Type the message body

14. Once you click send or close you will see this message:

15. Because you are already registered, the next time you log in to view an encrypted/secured message you will see this login screen:

16. Beginning the Secure e-mail thread… If someone from outside DHS wants to send secured or encrypted information to DHS…  The sender must request that the intended DHS staff recipient initiate the e-mail thread.  Once a secured e-mail has been received, the sender outside DHS can include or attach protected information and it will be secure.

17. For questions please contact: Office of Enterprise Technology noc@state.mn.us 651.297.1111

18. OR The DHS Systems Management Center DHS.ITS.Helpdesk@state.mn.us 651.431.3000 DHS.ITS.Helpdesk@state.mn.us