ESO SecureMail Implementation

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While SecureMail’s potential may be far-reaching, ESO will initially focus on communications regarding DupID resolutions and data file attachments sent to vendors.

DupID – SecureMail Best Practices

DupID Departments Contact Person(s)
Registrar Rebecca Hunt-Kasarjian, Rita Awdeh, Debbie Macalintal
FitRec Heidi Elsinger
IT Marguerite Marr, Valerie Kean
Receivables Ellen Millman
Financial Assistance Lucinda Lee, Jana Haile
HR/Personnel Maria Canellos, Ani Arakelians
  1. Contact all recipients to inform them of the use of SecureMail technology by ESO and provide some general information on what they should expect along with some basic instructions.
  2. Send a one-time test message to make sure all recipients setup their SecureMail account and password to access their mailbox and familiarize themselves with its features.
  3. When sending DupID correspondence, do not include any student information as part of the subject of the message.
  4. Only include the specific fields of student information that is required to effectively communicate and resolve DupID issues.
  5. If a message is accidentally sent to the wrong recipient, you can retract it by immediately doing the following:
    • Log directly into your SecureMail account at www.datamotion.com
    • Click the My Account button located at the top right of the window and enter you e-mail address and password.
    • From the SecureMail top menu click Track Sent.
    • Check the message you want to “Unsend” and click the Retract button.

      • (Note: Selecting Retract will not remove a message from the Inbox of a recipient that has already opened the message.)

  6. Please be aware that your mailbox capacity is only 50MB. SecureMail messages will also automatically expire after a 2 year retention period.

Data File Attachments to Vendors – SecureMail Best Practices

Vendors
Jet Mail
BU Mail Services
Maguire Associates
W.A. Wilde (Secure FTP)
Fire Engine RED (Secure FTP)

  1. Identify and contact all vendors that receive data files from ESO electronically and inform them of the use of SecureMail technology by ESO. Also provide some general information on what they should expect along with some basic instructions.
  2. Send a one-time test message to make sure all vendors setup their SecureMail account and password to access their mailbox and familiarize themselves with its features.
  3. If a data file was accidentally sent to a wrong vendor, you can retract the message by immediately doing the following:
    • Log directly into your SecureMail account at www.datamotion.com
    • Click the My Account button located at the top right of the window and enter you e-mail address and password.
    • From the SecureMail top menu click Track Sent.
    • Check the message you want to “Unsend” and click the Retract button.
      (Note: Selecting Retract will not remove a message from the Inbox of a recipient that has already opened the message.)
  4. Please be aware that your mailbox capacity is only 50MB, including attachments. SecureMail messages will also automatically expire after a 2 year retention period.

Sample SecureMail Notification of Use to Recipients and Vendors

The text below could be sent to recipients (BU staff or vendors) to inform them of our use of SecureMail technology when transmitting confidential information.

ESO Secure E-mail Communications
ESO is responsible for maintaining the privacy, confidentiality, and security of all student-related information it handles. Since standard e-mail programs do not adequately protect e-mail messages from being intercepted by or misrouted to individuals who are not authorized to view them, ESO has implemented the use of a secure e-mail gateway (SecureMail). This technology is authorized for use and provided by UIS Information Security.

All communications using the SecureMail e-mail gateway are carried over a secure, encrypted connection. As a recipient, you will receive e-mail messages notifying you of new messages in your SecureMail “Inbox”. These notices do not contain any confidential information. Instead, they conatin a link to the secure e-mail gateway, where entering an ID and password will allow you to view the confidential message.

To begin the process, you will receive a one-time secured test message to allow you to establish your SecureMail account. As a recipient you cannot initiate a SecureMail e-mail. The secure message must originate from ESO staff with a full SecureMail account. However, you can reply any number of times to a secure message. All SecureMail reply messages and all associated attachments are secured (encrypted).

If you have any questions about how to access or use your SecureMail account, please contact  ESO-NetHelp@bu.edu or call the NetHelp line at x3-7328 to request assistance.