Sending PII? Use 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:
- Installation of SecureMail Client for Outlook
- Subject: [sdsecure]
- 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.
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.
Login Directly to SecureMail