DOJ has started using a new encryption email system for when they are sending emails that contain personally identifiable information (PII). The program is ProofPoint Secure Email. In order to receive the email sent through ProofPoint and access any files that are attached, you will have to create an account to access the information first.
The first time you receive an email with PII, you will receive an email telling you that you have a secured message waiting and it will have a link. Select the link and you will be directed to a webpage to “register.” This is done in part by creating a 12 to 20 character password which will be associated with your email address. Registration is a one-time requirement (but remember the password for the future). You will then click on the link again and it will open the secured email and you can download any associated files as you typically would do.
Please note that for emails that don’t contain PII, we have been told you will receive them in the same manner as before.
To help you with this new process, please find attached a short, 4 page user guide produced by DOJ.