Knowledgebase
What does ZixGateway automatically encrypt?
Posted by Carlos Rios on 17 November 2017 07:13 PM
What does ZixGateway automatically encrypt?

There are 2 main ways that Zix encrypts emails when sending outgoing mail:

1.) Manual Encryption: You will type the keyword selected in the questionnaire in the Subject to encrypt mail

2.) Zix Policies: This depends on which policies you opted to enable during the Implementation stage. Please see below for details of 3 of the more popular policies:

1) HIPAA– This policy is triggered when an email or attachment includes a health term (e.g. Cancerous) AND a personal identifier. The personal identifier is anything that can be used to identify someone (e.g. Date of birth)
2) SSN – This policy is triggered when an email contains a SSN number. Any emails with SSN numbers will be automatically encrypted.
***Please note if 9 digit number is written without dashes you must include one of these keywords within 4 words of the 9 digit number (SSN, SS, S S, Soc, or Social) in order for automatic encryption to occur.
3) Financial – This policy is similar to the HIPAA policy above. It is triggered when an email or attachment includes both a financial term (e.g. Account balance) AND an identifier (e.g. Account number )

Here are some examples of what will encrypt based on the Zix policies as discussed within the Zix policies section above:

SSN triggers: 123-34-3456

Financial triggers:

Account Number: 123456 AND Account Balance: $30.00 (Both a balance and identifying account # would be needed to trigger the Personal Financial policy)

HIPAA triggers:

Cancerous AND Patient ID: 234566 (Both a description and identifying patient # would be needed to trigger the HIPAA policy)

Cancerous AND DOB: 11-2-75 (Both a description and identifying DOB would be needed to trigger the HIPAA policy)

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The following example would encrypt based on the email containing an SSN #:

To: Sample

From: TEST

Subject: TEST

Message:

123-34-3456

Cancerous

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This email would not encrypt because there is not an identifier such as DOB or Patient # with the description.

To: Sample

From: TEST

Subject: TEST

Message:

Patient has a cancerous tumor

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Please Note: If you need additional policies setup to automatically encrypt emails based on a special customer number or other identifier unique to your business please advise and we can assist you in the setup of custom policies to fit your encyption needs.


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For more information please contact Kayako support at https://my.kayako.com