In an effort to protect this data when being transmitted via the Internet, Zotec Partners utilizes an email encryption technology to achieve these goals. If sending an external email containing confidential or protected health information, Zotec Partners employees are responsible for using explicit email encryption measures when sending an email. In addition to this explicit method, the body of each email and any associated attachments are automatically filtered and analyzed for sensitive information prior to leaving our organization. If it is determined that an external email contains potentially sensitive information, the email and its attachments will be automatically encrypted prior to being delivered to the recipient. Below are frequently asked questions regarding the company’s email encryption procedures and practices.
A Registered Envelope is a type of encrypted email message. To ensure privacy, you should never send sensitive information through standard email, where it is susceptible to unauthorized access. Registered Envelopes use encryption to protect sensitive email messages so that you can send and receive them safely across the Internet.
Cisco Registered Envelope Service delivers Registered Envelopes directly to the recipient’s email inbox in any standard email system. Then, the recipient can use a web browser to open the envelope. No special software is required.
Registered Envelopes can include the following elements:
Most Registered Envelopes are password-protected with the exception of low security envelopes, which are encrypted but do not require a password. When you register, you create the password that you use to open the Registered Envelopes that you receive.
Note — When you register, you create a user account for a single email address. If you have mutliple email addresses, you need to register each address separately.
The first time you receive a Registered Envelope, you are asked to register with Cisco Registered Envelope Service to create a free user account. Use the password that you create during registration to open all Registered Envelopes that you receive.
If you forget your password, click the Forgot password? link on a Registered Envelope to reset your password. Cisco Registered Envelope Service will send a New Password message to the email address associated with your account.
If you have specified security questions for your account, the New Password message contains a link to your security questions. Answer the questions to access the Create New Password page. Choose a new password, and use that password to log in to your account.
Note — If you fail to correctly answer the security questions on five consecutive attempts, you will be locked out of your account for one hour.
If you have not specified security questions for your account, the New Password message contains a link to the Create New Password page. Choose a new password, and use that password to log in to your account. When you log in, you will be prompted to specify security questions for your account (unless you have configured Cisco Registered Envelope Service to bypass security questions when resetting passwords in your user profile).
The attached file contains the encrypted message that you have received. It also includes the information necessary to decrypt the message after your password has been verified.
To read the encrypted message, complete the following steps:
To protect your computer from viruses, it is recommended that you install an antivirus software program from a reputable company, and use the program to scan all email attachments. Download files only from known senders. If you have questions about the validity of the message, contact the sender before opening an attachment.
For example, what if the file contains unreadable text or HTML markup (such as
-->), or the Open button is missing from the envelope?
If you have a problem viewing the Registered Envelope, forward the message to email@example.com. Cisco Registered Envelope Service will send you a message with a link that you can click to view the encrypted message.
A Personal Security Phrase helps protects you from password phishing threats. When you register with Cisco Registered Envelope Service, you specify a short Personal Security Phrase that is known only to you and the service. The Personal Security Phrase appears on Registered Envelopes that you receive. The phrase appears when you click the password field. If you do not see your Personal Security Phrase, click the link for more information.
Note — If you have not selected “Remember me on this computer,” then the Personal Security Phrase will not be displayed.
If you have received a message unexpectedly and you think the message might be fraudulent, contact the sender before opening the attachment.
When you open a Registered Envelope using your password, your browser can store your login information. If you select the “Remember me on this computer” option, opening Registered Envelopes involves fewer steps.
Important — If you use a shared computer, do not select the “Remember me on this computer” check box.
When you select the “Remember me on this computer” option, the browser stores a persistent cookie that Cisco Registered Envelope Service uses to identify you when you open a Registered Envelope.
Note — If you want to open Registered Envelopes without entering your password each time, you must select this option, and the Registered Envelopes must have been sent with the medium security level. For more information, see “What are message security levels?”
When someone sends you an encrypted message, the sender assigns a security level to that message. Registered Envelopes with a high security level require more rigorous authentication.
For messages with low security, you do not need to enter a password. However, you will be unable to perform some of the functions you can with higher security messages (such as sending a securely forwarded message).
For messages with medium security, you do not need to enter your password each time you open a Registered Envelope if you have selected the “Remember me on this computer” option.
For messages with high security, you need to enter your password manually even if you have selected the “Remember me on this computer” option.
|Windows XP||Windows Vista||Mac OS X|
|Safari 4 (beta)||compatible||compatible||compatible|
|* Envelope open via forward to firstname.lastname@example.org|
To disable the pop-up blocker in Internet Explorer:
To disable the pop-up blocker in Firefox:
A new browser window displays the content of the secure message.
To use some features of Cisco Registered Envelope Service, including the Personal Security Phrase, you may need to enable cookies in your web browser.
To enable cookies in Internet Explorer:
To enable cookies in Firefox:
To open messages that have attachments, you may need to enable Java in your web browser.
To enable Java in Internet Explorer:
To enable Java in Firefox:
Troubleshooting tip: Your activation message may have been sent to the spam folder. Configure your email program to treat the activation message as legitimate mail. To ensure future messages from this service are not accidentally filtered out of your email, please add “DoNotReply@res.cisco.com” to your Address Book or Safe Sender List.
Troubleshooting tip: Check your inbox for an activation email message. Note that the activation message may have been caught by a spam filter or sent to a junk email folder.
Troubleshooting tip: The password you entered does not match the password for your Cisco Registered Envelope Service account. Note that passwords are case-sensitive. Verify that you did not accidentally press the Caps Lock key before entering the password. If you forgot your password, click the Forgot password? link on the envelope.
If you cannot open an envelope because your name does not appear in the To field, see “ Opening Envelopes When You Are a BCC Recipient .”
If you encounter other issues when opening a medium or high security Registered Envelope (and the preceding error messages do not apply), complete the following troubleshooting steps:
If you are a BCC recipient of a Registered Envelope, your email address is not listed in the To field.
To open the envelope, complete the following steps:
If you are not a registered user with Cisco Registered Envelope Service, you are redirected to a page where you can register with the service. For more information, see “Why do I have to register to open a Registered Envelope?”