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With the adoption of HIPAA, it is required that all communications containing Protected Health Information (PHI) be secured. To help implement this important security measure, UMDNJ has partnered with ZixCorp, a leader in secure e-messaging services, to protect UMDNJ's e-mail and ensure that all PHI remains confidential. In this regard, UMDNJ has installed ZixVPM (Virtual Private Messenger), an e-mail solution that encrypts and protects e-mail containing PHI.
As of March 24, 2005 , e-mail that contains PHI meeting the pre-defined criteria as outlined below will be encrypted and forwarded to a secure Message Center for retrieval by the recipient. During this process, the recipient will be notified that they have a ZixMessage Center Message and will be given a web link to retrieve the secure e-mail. There will be a one time registration process for the recipient prior to retrieving the secure e-mail.
HOW TO ENCRYPT AN E-MAIL
To manually encrypt an e-mail that the user believes contains protected health and/or sensitive information, the user must type ZixSecure into the subject line and/or the body of the e-mail. This will then, regardless of the information contained in the message, be encrypted.
For the automatic encryption process to occur, all e-mail must meet the following criteria in order to be encrypted:
Contain a personal identifier, i.e. date of birth, social security number, medical record number, vehicle identification number, driver's license number; AND
Contain a disease and/or a condition.
UMDNJ has established a website that provides additional information for the secure messaging initiative. To learn more about secure e-messaging, please visit:
http://www2.umdnj.edu/hipaaweb/security/security_emailFAQ02.htm
To ensure broadened user awareness, we ask that you share this information with vendors, affiliates and other individuals who this endeavor may also pertain to.
Subject: UMDNJ Messaging Enhancement- End User Quarantine Release Notifications
On February 26th, 2007 IS&T will implement a user interactive feature within the SPAM prevention system to ensure legitimate
e-mail is not identified as potential SPAM.
On a daily basis, you may receive auto-generated email from one or both of the University's mail gateways notifying you that a
message addressed to you was quarantined because our mail system identified it as potential spam. From within this notification,
you may release messages that you believe are valid. The email notification will be sent from 'User Quarantine Release'@umdnj.edu .
Additional information on this enhancement is located at http://istweb.umdnj.edu/quarantine/
End User Quarantine Release
On February 26 th, 2007 IS&T will implement a user interactive feature within the SPAM prevention system to ensure legitimate e-mail is not identified as potential SPAM.
On a daily basis, you may receive auto-generated email from one or both of the University's mail gateways notifying you that a message addressed to you was quarantined because our mail system identified it as potential spam. From within this notification, you may release messages that you believe are valid. The email notification will be sent from "User Quarantine Release"@umdnj.edu".
When you receive an End User Quarantine Release notification (EUQR) and discover that a legitimate email has been quarantined, you may click its Message ID hyperlink in the left column of the table within your email. Doing so causes the message to be released from quarantine and forwarded to your account.
Additionally, by clicking the long URL at the top of your EUQR notification opens a browser displaying all your quarantined messages that have not yet been deleted from our email system within a four day period. This link can be utilized throughout the day allowing you to display any new messages placed in quarantine since the original notification was received.
You will have the option of selecting both the "Release" and "White list" check boxes for the message(s) you want to release. After clicking Submit, your requests for white listing will be reviewed for approval by the email administrators.
After reviewing your quarantined email and releasing legitimate messages, you may wish to select the "Delete" check box for the remaining messages so you don't have to review those on a future visit to this web page. Messages detected as potential SPAM are held for four days, at which time they will be permanently removed from the system.