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’s 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.
Messages containing personally identifiable financial information will be sent securely. Recipients go through a few simple steps to access messages and can also respond securely, free of charge.
If you have any questions, 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 messages 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 personal financial information identified?
The content of all outbound messages is scanned and compared against three lexicons, or dictionaries. Email Messages containing financial identifiers (Social Security numbers and account numbers) AND financial terms (balance transfer, refinance, etc.) OR Credit card numbers are automatically encrypted.
What if personally identifiable financial information is in the email Subject Line?
It is not practical to encrypt the Subject Line of an email message. Therefore, any messages that contain personally identifiable financial information in the Subject Line are rejected and returned to the sender.
What do you do if this happens?
- Review the subject line
- Make necessary corrections
- Resend the email
How do I send a Secure Message?
If lexicon policies are used exclusively, the encryption process happens transparently without requiring any user input.
Refer to "What is Secure Messaging?" above for more details.
If you are using ZixMail for point-to-point secure email delivery click the ZixMail button in your regular email toolbar to encrypt the message.
Your organization may have also set up a special keyword encryption policy. In this case, type the specific keyword (e.g. secure or confidential) in the Subject Line of your message and the content is automatically encrypted once it is sent. Contact your secure email administrator to confirm your company's specific keyword and its 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 receive an expiration notification message. The original message will be deleted from the secure Web site.
