Sending PII? Use Voltage SecureMail!

Personally identifiable information (PII) is information which can be used to steal an individual's identity. Sending messages including this PII data to non-State entities should only be performed using encryption email services, or not sent at all. BIT has a no-cost service to State agencies allowing you to encrypt these messages containing PII. This email service is called Voltage SecureMail.

Voltage SecureMail should only be used when emailing to remote mail systems (Government, Businesses, Regents, Free Mail accounts, Yahoo, Gmail, MSN, etc.) that are not on our domain. Only emails with Sensitive PII should be sent to these remote domains using Voltage SecureMail. All other emails that are not sensitive should be sent normally from your Outlook email.

There are three ways to use Voltage:
  1. Installation of SecureMail Client for Outlook
  2. Subject: [sdsecure]
  3. Login Directly to SecureMail
 

1. Installation of SecureMail Client for Outlook

This is the most common way to utilize encrypted e-mail service and it builds upon agency practices to prudently limit access to and sharing of PII. Staff may request through the BIT Help Desk installation of the SecureMail Client for Outlook.  This request should be carbon-copied to the employee’s manager as the Help Desk will verify with the manager the employee is authorized to exchange PII with external entities.  The installation of the SecureMail Client for Outlook places a new button, as shown in the image above, within the employee’s Outlook “compose” window.  Once ready to send a message containing embedded or attached PII, the employee will click on the <Send Secure Voltage> button rather than the <Send> button.  The <Send Secure Voltage> button will be available within all messages, not just those containing PII.  If the message does not contain PII the employee will send the message by clicking on the <Send> button.

 
The message sent via the SecureMail Client is delivered in encrypted form.  The recipient receives a short message providing instructions on how to access the encrypted message.  If this is the first message the recipient has received through the state’s secure e-mail service, they will be prompted to establish an account on the state’s instance of SecureMail.  Should the recipient elect to reply to the sender, the reply will also be encrypted by SecureMail.  The original sender will receive the message in the image below associated with the reply from the original recipient indicating the reply has been encrypted and delivered securely through SecureMail.


2. Subject: [sdsecure]

Occasionally an employee may find it necessary to send a message with embedded or attached PII but not have access to a device with the SecureMail Client for Outlook installed.  Any message from an e-mail client with authenticated access to the employee’s state e-mail account (mail clients on iPads, Macbooks, smartphones, tablets, Outlook on a home machine, etc) can be used to send encrypted messages merely by including [sdsecure] (the string must include the square brackets) somewhere within the message subject.


 
3. Login Directly to SecureMail


Recipients of messages originating from state employees utilizing the SecureMail Client for Outlook to exchange PII will be alerted by their e-mail system when an encrypted message has been delivered to their account.  The recipient will access the encrypted message by logging into the state’s implementation of SecureMail at https://voltage-pp-0000.mailportal.sd.gov/login. On the first attempt to login the recipient will be prompted through a process to establish an account.  The recipient’s ID will be their e-mail address and the password will be one of their choosing.  The SecureMail system will send a confirming e-mail message to the address specified by the recipient.  Once the recipient responds positively to the confirmation message their credentials will be activated within SecureMail.
 
While use of either the SecureMail Client for Outlook or the use of [sdsecure] within the message subject are the preferred ways for state employees to encrypt e-mail messages, state employees may also use the process described above to establish a SecureMail account to send and access encrypted messages.  Prior to attempting to establish a SecureMail account state employees should first have had the SecureMail Client for Outlook installed on their assigned windows device.  The process of installing the client “registers” the employee’s e-mail address with SecureMail and is a necessary first step to create a SecureMail account.

 



Popular Posts