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EMAIL ENCRYPTION SYSTEM - FAQS


FREQUENTLY ASKED QUESTIONS

 * 1. What is an Encrypted Email?
 * 2. Which password do I enter to open an Encrypted Email?
 * 3. What are the minimum password requirements while registering with the
   Email Encryption system?
 * 4. Why do I have to register to open an Encrypted Email?
 * 5. What is the SecureMessageAtt.html file that is attached to an Encrypted
   Email message, and is it safe to open that file?
 * 6. What if you have forgotten your password?
 * 7. What if you have also forgotten the answer to the secret question?
 * 8. When is one locked out of the system?
 * 9. How can you send encrypted replies to Encrypted Emails?
 * 10. Can you forward Encrypted Emails?
 * 11. How can you access Encrypted Emails on their smart phones?
 * 12. Do Encrypted Emails expire?
 * 13. What does the "Send me a copy" option do?
 * 14. What is the maximum size of a single email that can be sent?


TROUBLESHOOTING

 * 1. You authenticated successfully, but do not have permission to decrypt this
   message.
 * 2. You authenticated successfully, but the decryption key for your message
   has been deleted.
 * 3. There was a critical error processing your request. There may be a problem
   with the system or your request.
 * 4. There was an error retrieving the key for your message. If this error
   persists, please contact your administrator.
 * 5. Your account has been disabled.
 * 6. The message you are trying to read is corrupted and cannot be processed.
   Please contact the sender of the message.
 * 7. The page you requested was not found. If you clicked a link to get here,
   click the Back button in your browser to return to the previous page.
 * 8. The username you requested has already been registered.

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FREQUENTLY ASKED QUESTIONS

1. What is an Encrypted Email?

To ensure privacy, you should never send sensitive information through standard
email, where it is susceptible to unauthorized access. Encrypted Emails use
encryption to protect sensitive email messages so that you can send them safely
across the Internet.

TFS Email Encryption delivers Encrypted Emails directly to your email inbox in
any standard email system. Then, your can use a web browser to open the email.
No special software is required.

2. Which password do I enter to open an Encrypted Email?

The first time you receive an Encrypted Email, you are asked to register with
the TFS Email Encryption system. Use the password that you create during
registration to open all Encrypted Emails that you subsequently receive.

If you forget your password, click the Forgot Password link to reset your
password.

3. What are the minimum password requirements while registering with the Email
Encryption system?

The password should be a minimum of 8 characters long.
The password should contain at least one number
The password should contain at least one uppercase letter and one lower case
letter
The user name cannot also be used as the password


4. Why do I have to register to open an Encrypted Email?

Every Encrypted Email is password protected. When you register, you create the
password that you will use to open the Encrypted Emails that you will receive in
the future.

5. What is the SecureMessageAtt.html file that is attached to an Encrypted Email
message, and is it safe to open that file?

The attached file named SecureMessageAtt.html contains the encrypted message
that you have received. It also includes the information necessary to decrypt
the message after your password has been verified.

To read the Encrypted Email, complete the following steps:

1. Double-click SecureMessageAtt.html to download the file to your PC.
2. Select whether to open the file or save it to your hard drive. Opening the
file displays the attachment in a new browser window.
3. When you are finished reading the attached file, close the browser window.


To protect your computer from viruses, we recommend that you install an
antivirus software program from a reputable company, and use the program to scan
all email attachments. Download files only from known senders. If you have
questions about the validity of the message, contact the sender before opening
an attachment.

6. What if you have forgotten your password?

You can click on the Forgot Password link in the log in screen and provide the
answer to the secret question to reset the password.

7. What if you have also forgotten the answer to the security question?

You can request that your account be reset, so that you can create a new
password along with a new security question/answer. Please use the contact
information in the notification email to contact TFS.

8. When are you locked out of the system?

If you enter an incorrect password several times, you may be locked out of the
Email Encryption system for 30 minutes. You can try to re-enter the correct
password after 30 minutes, or contact TFS to get your account reset. Please use
the contact information in the notification email to contact TFS.

9. How can you send encrypted replies from Encrypted Emails?

Encrypted replies can be sent by using the reply function within the Email
Encryption system. If you were to compose and send an email to the address
listed in the notification email from outside the encryption system, this email
would not be secure.

10. Can you forward Encrypted Emails?

Yes, assuming the forwarding functionality has been activated for you.

11. How can you access Encrypted Emails on your smart phone?

You can click on the link the notification email to reach the Email Encryption
system and sign-in to read the encrypted message. Please note that clicking on
the encrypted attachment will not work while using a smart phone.

12. Do Encrypted Emails expire?

Yes, all Encrypted Emails expire after 90 days.

13. What does the "Send Me A Copy" option do?

The Email Encryption system does not automatically place a copy of a secure
message in the Sent folder. Click "Send Me A Copy" when replying to a secure
message if you would like a copy for your records.

14. What is the maximum size of a single email that can be sent?

30 MB is the maximum allowed size for a single email for TFS. If an email bigger
than 30MB is sent, it will be stored in the Lotus Notes Sent folder and a
delivery failure notice will be received in the sender's Inbox folder.


TROUBLESHOOTING

This section describes error messages and what they mean.

Please contact the TFS email administrator by calling the contact information
found in the notification email if any of the following occurs

1. You authenticated successfully, but do not have permission to decrypt this
message.
2. You authenticated successfully, but the decryption key for your message has
been deleted.
3. The decryption key for this message has expired or has been deleted. Contact
your email administrator.
4. There was a critical error processing your request. There may be a problem
with the system or your request.
5. There was an error retrieving the key for your message.
6. Your account has been disabled.

7. The message you are trying to read is corrupted and cannot be processed.
Please contact the sender of the message.

The message is corrupted and cannot be decrypted. Contact the sender of the
message.

8. The page you requested was not found. If you clicked a link to get here,
click the Back button in your browser to return to the previous page.

The page you are trying to view in the browser is not available or does not
exist. Click the Back button in your browser.

9. The username you requested has already been registered.

You have already authenticated with Email Encryption system.