Secure Email

Email is a means of exchanging digital messages from an author to one or more recipients – it is instant

with no delay or postal costs.

Sending information by email remains the most popular and

convenient way to share files and information.

Allowing unprotected data to flow freely outside your accredited and secure

networks without the right level of control can pose a significant risk to you and

your school.

If sensitive information is accidentally sent to an

unauthorised recipient, the result can and most likely will be financial loss and damaged

reputation.

Loss of data can lead to fines and prosecution for

breaking the Data Protection Act.

Be aware the school and the person who was

responsible for the data breach can both be fined.

Can I use one of the free encrypted mail systems?

They are usually free for personal use, but not for business use.

Egress is the only approved solution for OFFICIAL data

Approved by GCHQ

Egress allows you to send and receive emails

securely in a few simple steps.

These can be sent internally but should be used primarily to send

externally.

If you have a Data Protection package via the School Sold

Services you are entitled to 3 licences that enable you to send securely within that subscription.

Licences can be purchased if you do not have the Data Protection package or you require extra.

If you have Egress licences from DCC we will provide assistance

for:

•Password resets

•Manage your accounts – create, amend and delete

•Assistance with basic problems

Before you can use Egress Switch to send secure emails, you must create a Switch Account. You can sign up in one of the following ways:

•If you have a licence from DCC you will receive an invite from an Egress account administrator within DCC Information Governance Team

•Visit http://www.egress.com/register/

•Using the Switch Client by selecting ‘Create account’ from the welcome screen.

If you have a licensed account you can use Egress to

communicate with parents and other third parties – they can register and reply to you without needing to pay for a

licence.

You can set up an address and post a link on your school website.

Parents can then email you securely using a web form.

• To create a secure email sign in to Egress with your Switch ID

• Click on ‘New Secure Email’

• Compose and send email

Every time a message is opened, the system checks for

permission,

thus it is possible to instantly revoke access if an error in

sending is made, or to time limit permission.

If you send an email using Egress the recipient will need

to create their own Egress account to read it.

REMEMBERThey can reply to it for free!

They just take a few simple steps……

• Download the Switch reader following the instructions, if possible

• No current Switch ID then click and ‘Create a new Switch ID’ to go through the sign up process

• The username is the email address that received the secure email. Then create a password and security questions to complete

• When the account is created then ready to start using Egress Switch – can be used repeatedly once created

• To open secure files simply double click on email attachments and authenticate using the Switch ID and password

• This authentication must be done each time to access a secure file

Email sent and received securely - confidential and personal information only

reaches the intended recipient.

• If the recipient tries to forward the email the new recipient cannot open it

• The new recipient has to request permission from the original author to open it.

• Disclosure to persons not authorised to view is maintained

You can also use Egress to send large collections of files or files larger than typical email

limits.

Upload to the Egress cloud – this is akin to a secure Dropbox

Any Questions?