The University's information security policies require Information Resources & Technology to scan all outgoing email for potentially sensitive information. To ensure the confidentiality of information sent via email, IRT uses Microsoft Email Encryption.

What Is Email Encryption?

Email encryption is a secure method of transmitting information that ensures the content of an email can only be read by the intended recipient.

The University uses Microsoft email encryption to help protect the confidentiality and integrity of email sent to non-Rowan addresses and prevent confidential information from being stolen by unintended recipients.

Microsoft Email Encryption works by:

• Identifying outbound email messages that match encryption policies
• Encrypting the email messages.
• Sending encrypted messages using Microsoft Registered Envelope Service

Recipients of an encrypted message will receive an email with directions to view the secure message.  

How Do I Send Secure Email?

Automatic Encryption

All outgoing email sent by Rowan University employees through their Exchange account is automatically scanned for ePHI and HIPAA related data. If any potentially sensitive content is found, the email will be automatically encrypted to external recipients.

Potentially sensitive data that will trigger encryption includes:

• Social Security Numbers
• Credit Card Numbers
• Medical Data
• Financial Data
  
  

Manual Encryption

There are two ways to manually send a secure email:

• Add "rowanencrypt" in lower case to the body of your email. (Trigger words "zixencrypt" or "zixsecure" used with our previous system will continue to work as well)
• In Outlook, click Options and then Security in a new message and select "Encrypt message"
  

Rowan-Virtua Email Encryption

Rowan University and Virtua Health  implemented automatic encryption on all email sent between the two institutions in summer 2023 to help protect sensitive data, like patient health information. That means there is no action required on your part to encrypt email sent from @rowan.edu accounts to @virtua.org accounts and vice versa. All email between the two institutions is encrypted in transit.

If you are sending sensitive information via email to a non-Virtua account, you should manually encrypt your email. As a backup, your email will also automatically be scanned to see whether it contains sensitive health information and may be subject to encryption. 

How Do I Read an Encrypted Email?

1.  The recipient will receive an encrypted email.  Example below:

2.  Click Read the message.  You will get an option to Sign in with One-time passcode or Sign in with Google if you have a Gmail account.

3.  Choose Sign in with One-time passcode.
4.  A one-time password will be sent to the recipient's email

5.  Type in the one-time password and select This is a private computer and click Continue.
6.  This will open the encrypted email.

If you are sent an encrypted message, you will receive the following notification in your inbox.

I Sent an Email That I Believe Was Incorrectly Encrypted. What Can I Do? 

Once an email has been encrypted, there is no way to release the contents of the email without following the steps outlined above on reading an encrypted email.

If you have any questions, please contact the Technology Support Center at 856-256-4400, or log in to support.rowan.edu and click Get Help.