5.11 Voltage Secure Email
In effort to enhance cyber security, BIT is implementing a new email encryption software called Voltage SecureMail. Voltage SecureMail integrates directly with Outlook, is easy to use, and should be used anytime you send an email containing personal health information outside the State network. All DHS staff who are required to send or discuss personal health information with parties outside the State network have been included on a Department wide work request to have the software installed.
Once the application is installed you will see two â€œsendâ€ buttons in your Outlook. One will simply read â€œSendâ€ and the other will read â€œSend Secureâ€. If the email is sent within the State network or does not contain personal health information, you can simply hit â€œSendâ€ to send your email as you normally would. If you are sending emails that include personal health information outside of the State network, you should hit â€œSend Secureâ€. The first time a recipient receives a message through the Voltage SecureMail system, they will have to register their email address with the application. Additionally, the system will require you to periodically enter your credentials. Although Voltage SecureMail if fairly easy to use, it is recommended that you use it only when personal health information is sent outside the State network.