Secure Email Processes

Retrieving Secure Emails

1. Member of the DHS workforce sends an email containing protected health information.
2. The email is saved on a secure server.
3. The addressee (client, external partner, provider, etc) receives the message saying the email is waiting for them.  The addressee then retrieves the message from a secure server with instructions for opening the email.

While this process requires some extra steps, we are making every effort to ensure that there is no significant disruption to your communications with us.  We appreciate your cooperation in helping us safeguard confidential and PHI data.

Setting Your Browser to Use Secure Sockets Layer (SSL)

Microsoft Internet Explorer

1. Click on Tools
2. Click on Internet Options
3. Click on the Advanced tab.
4. Scroll down to the Security section
5. Place a check mark by Use SSL 2.0
6. Place a check mark by Use SSL 3.0
7. Click on Okay

Netscape Browsers

In Navigator

1. Click on C on the menu bar located at the top of your browser.
2. Click on Security Info.
3. Choose Navigator.
4. Scroll down until you see Configure SSL v2 and Configure SSL v3.
5. Click on Configure SSL v2.
6. Click OK.
7. Click on Configure SSL v3.  Make sure all boxes are ticked except for the box that says: No encryption with an MD-5 MAC.
8. Click OK.

In Communicator

1. Click on Communicator on the menu bar located at the top of your browser.
2. Click on Tools
3. Click on Security Info.
4. Choose Navigator.
5. Scroll down until you see Configure SSL v2 and Configure SSL v3.
6. Click on Configure SSL v2.
7. Click OK.
8. Click on Configure SSL v3.
9. Make sure all boxes are ticked except for the box that says: No encryption with an MD-5 MAC.
10. Click OK.

You can always verify the status of the encryption session you're in by looking at the bottom-left corner of the browser.

•  indicates an unencrypted session.
•  indicates an encrypted session (40-bit or 128-bit).

OPERA

1. Click on Tools
2. Click on Preferences
3. Click on Advanced
4. Highlight Security
5. Click on Security Protocols
6. Click on Enable SSL 2
7. Click on Enable SSL3
8. Remove the checkmarks next to Enable TLS 1 and Enable TLS 1.1
9. Click OK
10. Click OK again

Mozilla FIREFOX

1. Click on Tools
2. Click on Options
3. Click on Advanced
4. Click on Security
5. Scroll down and mark the check boxes: Use SSL 2.0” and Use SSL 3.0
6. Click OK