PDF Version of DQA 10-031
The Department of Health Services (DHS) has implemented an e-mail
encryption solution designed to protect e-mails sent to recipients outside
of the state e-mail network. There are two ways in which encryption can be
accomplished with the State of Wisconsin e-mail system.
The first way encryption can be accomplished is via the e-mail encryption
service. This software will "encrypt" e-mails and e-mail
attachments containing confidential data such as social security numbers or
terms which may indicate the presence of sensitive information, such as
personal health information protected under the HIPAA privacy rules.
Whether a particular e-mail message is encrypted depends on how many
occurrences of such terms there are and which specific terms are used. If an
e-mail from the Division of Quality Assurance (DQA) to a provider or other
external recipient is encrypted, the incoming message will include a subject
line reading: "You have received a secure message. To read the secure
message the recipient must open the attachment, "securedoc.html"
or similar wording, which will direct them to the CISCO Registered Envelope
The CRES will prompt the recipient to setup an account in order to be
able to view the encrypted e-mail. Once an account has been created with
CRES, that individual can receive and reply to encrypted e-mail.
Registration only needs to occur the first time an encrypted e-mail is
received. When opening any subsequent encrypted e-mails the recipient will
only need to enter his or her password. If a recipient receives a message in
this manner that means there is no TLS connection between the State of
Wisconsin and the providers e-mail system.
The second way is for a Transport Layer Security (TLS) connection to be
established between the State of Wisconsin e-mail system (DHS) and the
provider. Transport Layer Security (TLS) is an extension of Simple Mail
Transfer Protocol (SMTP). It provides secure communication between e-mail
gateways. Once the connection is established no action is required by the
sender or the receiver to encrypt e-mail. The message going to and from each
gateway is secure.
If you would like to request a TLS connection be established with the
State of Wisconsin (DHS), please complete the attached TLS Request Form and
submit to the following e-mail address: firstname.lastname@example.org
TLS Request Form
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Last Updated: September 30, 2011