Network & Security

Secure Email

If you are within a division or department of the University that has HIPAA regulatory responsibilities your outgoing email (email messages you send off to non @creighton.edu addresses) is being scanned for HIPAA content.

If the system detects what it believes to be HIPAA content the message will be encrypted and sent to the recipient and you will receive an email from Service Desk with a subject of “Secure Message Sent:” informing you that a recent email (it will list the subject line of the specific email) was encrypted because it contained HIPAA data.

If the sent email did not contain HIPAA data and the secure mail system incorrectly identified the data as such, you have a couple options:

  1. You can do nothing, the email was sent to the recipient and they will be able to read the entire message after decrypting the message using the instructions in the email.
  2. Or you can resend the message with ‘plaintext’ as the first word of the Subject Line.  This word in the subject line will force the secure email program to deliver the message without encryption regardless of the contents of the message.

All of this is the same as has been in place at Creighton for many years there has been no change to the way outbound email is inspected and encrypted, however, the rule set that determines HIPAA content has changed so the new system may be better at detecting HIPAA content.  If there is a problem please contact the Service Desk at 402-280-1111.

If you want to ensure an email is encrypted regardless of the content you can add ‘#secure’ as the first word of the Subject Line and the system will automatically encrypt the message regardless of the contents of the email.

Receiving an Encrypted Message:

When you receive an encrypted email message the body of the email will look like the following:

Click on or download the attachment or click on the “Click here” link.

Reading a Secure Messages

When you receive a secure message, it will look similar to this in your mailbox:

Open the attachment or click the ‘Click here’ link to read the message.

Open the Attachment

If this is the first time you are receiving a secure message, you will be prompted to register with Proofpoint Encryption. Otherwise, you will be prompted to log in to Proofpoint Encryption. Click the Click to read message button.

Registering with Proofpoint Encryption

The first time you receive a secure message, you will be prompted to create an account to register with Proofpoint Encryption.

Fill in the fields, select your security question and answer, and then click Continue. The format of the password will be a minimum of 8 characters, a maximum of 32 characters, Require Numbers [0-9], and require combination of Upper and Lower Case Letters in the password.

Read Your Message

The Reply and Reply All options are available; you cannot forward a secure message.

If you click Reply you cannot add more recipients to the message.

If you click Reply All, a secure message will be sent to all the addresses contained in the original message, but you cannot add additional email addresses.

Click Logout when you are done.

The next time you want to read a secure message, you will be prompted to log in to Proofpoint Encryption using your password.

Resetting Your Password

Your password will expire every 90 days. If your password is about to expire, you will see the message “Your password will expire in n days” displayed in a secure message.

Click the link next to the expiration message to reset your password. If your password expires before you have a chance to reset it, you will be prompted to reset it the next time you read a secure message.

Click the link next to the expiration message to reset your password. If your password expires before you have a chance to reset it, you will be prompted to reset it the next time you read a secure message.

If the recipient of your email forgot their password they can click the “Forgot password” to reset their password. They will be asked their security questions. If they are still having issues with their password you as a Creighton employee should contact the Service Desk for assistance on their behalf.