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Email Encryption

System Requirements Title
Email encryption is a secure method of transmitting information in a way that only an intended recipient is able to read the contents of an email. This helps to insure the confidentiality and integrity of the email(s) received by the end-user. Email encryption is an important technical step to ensure confidential and identity information is not stolen by unintended recipients. By encrypting email this process helps insure the confidentiality and integrity of the email received by the end user. Since email is only encrypted when it leaves the campus, the capability is only for email accounts outside of UTEP. This means that if you send from one UTEP address to another UTEP address, the contents of the email will not be encrypted. However, if you send an email from UTEP to Gmail, for example, the email will be encrypted since it is being transmitted outside of the campus.
Features and Benefits
• Protects Protects students, staff, faculty, and entities doing business with the
• Authorized recipients register themselves and set-up a password to use when
   receiving encrypted email
• Helps guarantee the identity of the recipient in addition to insuring the
   confidentiality of the email
• Email is still accessible when it is encrypted therefore it still allows for the
   delivery of the information intended for the recipient
• Helps prevent eavesdropping by unintended recipients
• Email gateway uses signatures and rules to detect confidential information
• CRES authenticates the recipient and provides a key to open the email the
   recipient received
• Cisco does not receive or see any of the information contained in the email
• Addresses business need based on regulations and standards requirements
   (see Policies below)
Getting Started
The automated process will be initiated when the email gateway identifies Social Security Numbers, credit card numbers, student ID numbers, or driver license information as email leaves the University. Once identified the system will automatically encrypt the message and send the information to the recipient. The recipient will be required to set up an account through Cisco Registered Envelope Service (CRES) to unencrypt the message. This process will need to be performed once per email address to retrieve university encrypted email. Once an account is set up, the recipient will only need to enter their password to unlock any future email to that mailbox.

While CRES is state-of-the-art, in a small number of cases, it may not correctly identify information. This may cause email to be encrypted when it should not have been. The University felt the benefits of protecting individuals' information outweighed any inconveniences this may cause.

CRES allows faculty and staff to encrypt email containing confidential information to recipients outside of the University, to include student LiveMail accounts. This service may be performed manually by the “Sender” or will be initiated automatically by the University’s mail gateway when email leaving the campus network meet certain criteria.

Once the system identifies confidential information (e.g., Social Security Number, credit card number, student ID numbers, drivers license information, etc.) in the body or attachment of an email, a process will automatically encrypt the message and send the information to the “Recipient”.

How to register for Cisco Registered Envelope Service (CRES)
How to send secure encrypted email
Receiving secure emails from CRES

More information at Cisco IronPort Email Encryption

UT System 165 (UTS165)
Payment Card Industry Data Security Standards (PCI-DSS)
The Family Educational Rights and Privacy Act (FERPA)
Texas Administrative Code §202 (TAC §202)
Texas Senate Bill 122 (SB-122)


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