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Secure Web Mail Delivery

Category: Hosting Services

Secure Web Mail Delivery (SWD) Service helps agencies utilizing the CMS-based Enterprise email system ensure sensitive email content such as PII (Personally Identifiable Information) or HIPAA related information is sent securely to external sources. The supporting protocol is TLS (Transport Layer Security) previously known as SSL.

Currently, as email travels from the CMS-provided email system to external recipient domains it could be traveling TLS or Plain Text. If the recipient domain is setup for TLS then the email travels across the web via TLS.  However, if the recipient domain is not TLS then it travels Plain Text. Since the setup for the recipient’s domain is unknown by the users, there needs to be an existing methodology in the system to recognize and effectively handle the secure delivery.

SWD Services can provide that recognition and secure delivery.  There are 2 key elements in claiming the benefits of SWD Services.

  1. The user's designation that a particular email needs to be sent securely.  Once that designation is determined, the user simply needs to place #secure# anywhere in the subject line.  This will trigger the email system to perform the necessary actions to ensure secure delivery.  
  2. The SWD Service searches every sent email for Social Security Numbers in the content or attachments.  If it finds SSN in the pattern of ###-##-####, ###.##.####, ###,##,#### or ### ## #### it will ensure the email is securely delivered.

For additional information see SWD FAQs.


Reference Enterprise Email Service for information 

What is Included?

  • Secure delivery of email to external recipients using Transport Layer Security protocol.
  • non-TLS-enabled recipient domains use of a SWD mailbox server to contain the secure emails.

What Should You Expect?

  • This service is available to customers 24 x 7, excluding planned outages, maintenance windows and unavoidable events.
  • SWD Services support is available through the Service Desk Monday - Friday, 8:00 AM - 5:00 PM. 
  • Notification of any scheduled maintenance or outages.
  • Active assistance, partnership, and consulting blending business messaging needs with technological capabilities.
  • On-going Customer Service Center, Service Desk enhancements and quality assurance efforts. ​​

How Can You Help?

  • Educate your users that Secure Web Delivery only applies to emails in transit and not at rest within the Email systems.
  • Consider applying encryption via PKI or Entrust to ensure security pertaining to emails at rest.
  • Train your users how and when to use the #secure# keyword to benefit from the external transmission security of TLS