SecureMail - Overview

An explanation of SecureMail and a guide on how to utilize it for confidential information sharing.

SplashPage

 

What is SecureMail?

SecureMail is a tool that is designed to send/receive Personally Identifiable Information (PII) or other confidential data such as:

  • Social Security Numbers (SSN)
  • Bank Account numbers​
  • ​ Credit Card Information​
  • HIPAA Information

Why do we need SecureMail?

Parkland requires secure information to conduct business​. Email is a convenient method of obtaining information from students, faculty, and staff but it is not secure​. Thus, SecureMail can be used to send or receive email containing confidential data, large attachments, and/or blocked attachments. SecureMail can also be used to request files that might contain PII or are too large to send through standard email.

 

Who can initiate a SecureMail message?

 

Parkland employees are the only users who can initiate secure mail messages. The recipient does not need to have a Parkland account or Okta in order to receive and access the SecureMail message. Note: SecureMail messages can be sent to any email address, not just @parkland.edu or @stu.parkland.edu accounts. Please note that SecureMail messages cannot be sent to shared Parkland email accounts at this time.

 

 

How does SecureMail work?

 

Sending Messages

Receiving Messages

Requesting Files

 

Need more information?

 

While in SecureMail, click on the Help option in the upper right.

 

Help button


Sending Messages/Files Securely:

To use SecureMail, go to: securemail.parkland.edu. Log in using your ParklandOne username and password. Once signed in, you may be prompted to authenticate through Okta.  

You will see an interface that looks similar to many other email platforms. After writing the body of the message, click "Add File" to add the file of your choice or drag the file into the designated file area. If you do not have an attachment, you must select that it is a Private Message.  If you don't, you will not be given the option to send it. 

Maximum Size: 1000MB per message

Blocked File Extensions: exe, pif, scr, bat, cmd, com, and cpl

SecureMail allows you to control what happens to the message and who will have access to it.  Options for outgoing secure mail

Default Selections:
  • Authentication Required
  • Recipients Only
  • Recipient Can Reply
  • Send a copy to me
  • Message expires after 30 days
Authentication and Expiration Options:

You can select if authentication is required or not.  When you require authentication, the recipient will have to log in to retrieve the message and/or files which ensures accountability. You can also set a required expiration date and/or a maximum number of downloads for an attachment.  This is set on the right side of the parameters box below the message body. If you do not require authentication, the message will default to "Secret Link" and you can set a date for the expiration of that link.

Access Restriction Options (if authentication is required):
    • Recipients Only (Only the people listed in the To/CC/BCC can receive) 
        • Only the Recipients can access the message and download the files
        • The email cannot be forwarded to anyone
        • Recipients will be required to log in to access the message and download files
        • A download receipt will be sent when each recipient downloads a file you sent
      • Recipients and Locals (Only people listed in the To/CC/BCC and parkland.edu can receive) 
          • Only specified recipients and Parkland users can download the files
          • Forwarding of the email is allowed to "parkland.edu" emails only
          • Recipients will be required to log in to download the files
          • A download receipt will be sent when each recipient downloads a file
        • Recipients and Domains (Only people listed in the To/CC/BCC and domains listed: @parkland.edu, @gmail.com, @yahoo.com can receive) 
            • Only specified recipients and users that use the above emails can access
            • Forwarding of the email is allowed to "parkland.edu" emails only
            • Recipients will be required to log in to download the files 
            • A download receipt will be sent when each recipient downloads a file
          • Anyone (Secret Link)
            • Anyone that has the secret, randomized URL can access
            • The email or URL can be forwarded to anyone
            • Recipients will be required to log in to download the files  
            • A download receipt will be sent when each user downloads each file

            Receiving a SecureMail Message:

            When a SecureMail message is sent to the recipient, it will indicate that it is a private message and will show who sent the email. Below that, there will be a link that the user must click on in order to view the message. Underneath the link, it will list what rules were applied to the SecureMail message.
             
             Received Secure Email example
            Once the link is clicked, it will ask the user to sign in (if you indicated that authentication was required). If it was sent to a Parkland email address, the user should leave the email field blank and instead select ParklandOne Login. If it was sent to a non-Parkland email address, the user would instead enter their non-Parkland address in the Email field and click Authorize. This will bypass the need to authenticate with ParklandOne credentials and will instead send an Access Pass to that email account.
             
            Verfiy Address example


             

            Requesting Files:

            Select File Requests at the top of the page. On the next page, select New File Request NOTE: You can only send ONE file request at a time to ONE recipient Once you have filled out the To, Subject, and Message fields, you can set an expiration and opt to receive a copy. Select Request File once you are ready to send. The recipient will get an email with a unique link that they will use in order to send the requested file/s to you. To retrieve this file, go back to File Requests and view the file. 

            File Request Interface


            Tech Service Desk

            Room A184, 217-353-3333

            Fall/Spring: 7:30 a.m. - 6:00 p.m. M-Th. / 7:30 a.m. - 5:00 p.m. Fridays

            Summer: 7:30 a.m. - 6:00 p.m. M-Th

            Submit an IT Help Ticket via services.parkland.edu





            Keywords:Private message secure email outlook parkland secre male pm secureemail confidential secret liquid files eml   Doc ID:116546
            Owner:Samuel S.Group:Parkland College
            Created:2022-02-07 10:27 CDTUpdated:2022-02-28 17:42 CDT
            Sites:Parkland College
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