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Secure encrypted email

If you are having difficulties with this service please read the 'Receiving a secure email' tab below.

Introduction

'Safe' button on keyboard

Any email you send outside the County Council containing personally sensitive information must be encrypted. This includes emails to people who use our services as well as external partners and organisations.

What is personal information?

Personal information is information that identifies an individual or individuals, for example their:

  • name

  • date of birth

  • contact details.

Sensitive information is different to personal information as it generally means information about people’s lives ie information about people’s social care and health needs, the services they use, their relationships, finances and personal circumstances.

How do I encrypt?

You should use an @nhs.net account to email NHS organisations and a GCSx email to organisations who use GCSX (eg local councils and government departments).

Mimecast secure encrypted emails should be used to send personally sensitive information to all other external email addresses. You will only be able to access this through Hantsnet - see the Learn.IT guidance on Hantsnet for more information.

If you send an email to an external user....

It's a good idea to let any new recipients know that you are sending secure email - they will need to register to start using secure encrypted email.

See the next tab for more information on how to access a secure email and what to do if there are problems. If recipients still have difficulties after reading this guidance, please advise them to fill in the Hantsnet Secure Encrypted email recipient problem form.

 

Receiving a secure email

If you are a first time user, you will need to register before you can access your email/s. See the information below for first time users.
  1. When you are sent a secure encrypted email you will receive an email similar to the one below, click on the link in the email and the login screen will appear
    Example of email with link

  2. Type in your Email Address and the Password that you set up when you registered (see below if you are a first time user), click the Log in button
    Login screen

    Light bulbTip: If you forget your password, click on I have forgotten my password, you will be asked to enter in your email address and password reset instructions will be sent to you.
  3. A new window will open which lists all secure encrypted emails sent to you, click on any email to read it.
    Email view

    Light bulbTip: You can reply to emails you receive but you should not forward them.
  4. Log out of the system when you have finished with your email/s.

First time user

The first time you are sent a secure encrypted email you will receive two emails in your Outlook inbox.

The first email (see example below) will enable you to register for secure encrypted emails (you only need to register once). The second email is a standard email, that can be ignored on this occasion.

Example of email with link

  1. Click on the link in the email, the CCM Login screen will open

  2. Enter the Email Address and Password sent to you in the email and click Log in
    Login screen

  3. You will now be asked to change your password - type in a New Password and then the same password in the Confirm Password field, click on Change Password
    Change password

  4. A new window will open which lists all secure encrypted emails sent to you, click on any email to read it.
    Email view

    Light bulbTip: You can reply to emails you receive but you should not forward them.
  5. Log out of the system when you have finished with your email/s.

If you are having difficulties with this service please fill in the Hantsnet Secure Encrypted email recipient problem form.

 
 

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