Encrypting university email (PHI)

When sending federally protected personal health information or other restricted data over email it is required that the communication is encrypted.

How to encrypt an email

To encrypt a message from a campus account, simply add the letters PHI to the subject line of the message. Email lacking PHI in the subject line will not be encrypted and will be delivered in the usual manner.

The subject line of the email is never encrypted, so be careful not to include sensitive information in the subject line.

You may use this encryption method for any type of communication over the UMail system, not just health information.

What happens when I send an encrypted email?

Recipients will receive a notice in their email inbox that they have a secure message from you. The message will contain a link to a secure website where the message can be read. Recipients of U of U PHI emails will need to register with the Cisco Registered Envelope Service (CRES) the first time they receive an encrypted email. A link in the email will contain instructions on how to register.

Once registered, the user will be able to read the encrypted email. The recipient may use the reply button to reply to the message securely. Messages will be stored on the website for two weeks.

Recipients should call the Help Desk (Hospital Help Desk: 801-587-6000 or Campus Help Desk: 801-581-4000) if they have problems reading encrypted U of U emails.

Original Source KB0001035