Employees
It's important that all email communication containing GLBA-mandated personally identifiable financial information (e.g. Social Security numbers, account numbers, financial terms) is kept confidential. We've made this process easy for you with ZixCorp protection services. There are no keys to exchange or cumbersome steps to remember. And it works seamlessly with our current email application, so there's no learning curve or information to transfer.
Emails containing personally identifiable financial information will be sent securely. Recipients will go through a few simple steps to access messages and will also be able to respond securely free of charge.
If you have any questions, please contact the help desk at Florida Office of Financial Regulation.
FAQs
What is Secure Messaging?
Secure Messaging is the automatic process of:
- Identifying outbound email that contain personally identifiable financial information
- Encrypting the email messages that have been identified as containing personally identifiable financial information
- Sending encrypted email using ZixCorp's Best Method of Delivery™
How is personally identifiable financial information identified?
The content of all outbound messages is scanned and compared against three lexicons, or dictionaries.
- Financial identifiers (Social Security numbers and account numbers)
- Financial terms (e.g. balance transfer, refinance, etc.)
- Credit card numbers
Emails containing any of the above information will be automatically encrypted.
What if personally identifiable financial information is in the subject line?
It is not practical to encrypt a subject line of an email. Therefore, any email messages that contain personally identifiable financial information in the subject line will be rejected and returned to the sender.
What do you do if this happens?
- Review the subject line
- Make necessary corrections
- Resend the email
Sending a Secure Message.
If lexicon policies are used exclusively, the encryption process will happen transparently without requiring any user input. Please refer to "What is Secure Messaging?" above for more details.
If you are using ZixMail for point-to-point secure email delivery you may click on the ZixMail button (e.g. Red “Z” in Outlook and “Send ZixMail” in Lotus Notes) in your toolbar to automatically encrypt a message.
However, your organization may have also set up a special keyword encryption policy. In this case, you would just type the specific keyword (e.g. secure or confidential) in the subject of your email and the content of the email will automatically get encrypted once it is sent. Please contact your secure email administrator to confirm your company's specific keyword and it's usage (e.g. keyword may need to be located at the beginning or at the end of the subject line).
What if the recipient does not retrieve the message?
If the recipient does not retrieve the message before the expiration date, you will receive an expiration notification email. The original message will be deleted from the secure Web site.
