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This guide concerns sending emails from Metropolia email addresses. A separate guide on how to send secure mail to Metropolia from outside can be found on Metropolia’s public website. Information on using secure mail is available on Metropolia’s OMA intranet. |
- Security e-mail is a tool that allows sensitive or confidential information to be sent securely.
- In November 2019, Deltagon's security e-mail was introduced in Metropolia. From the end of November 2019, all Metropolia employees and students will have the opportunity to use security mail for messages sent by e-mail.
- As of November 2019, the Deltagon Sec @ GW security mail solution should be used to send such e-mail containing either personal information, sensitive information or otherwise confidential information when the e-mail is sent to an e-mail address outside Metropolia.
- An e-mail address outside Metropolia means all e-mail addresses that do not end in the @ metropolia.fi terminal, for example:
- Email addresses of another college
- Email addresses of project partners or company contacts
- Personal email addresses, such as email addresses ending in @ hotmail.com and @ gmail.com
- Metropolia's internal e-mail traffic (when you send a message from an e-mail address ending in @ metropolia.fi to another e-mail address ending in @ metropolia.fi) is already basically encrypted.
- The difference to regular e-mail is that the message does not leave Metropolia's servers (unless specified), but the recipient of the message receives a link to their e-mail from which the message can be read.
When secure e-mail should be used
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Security level
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Description
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Examples of use
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Address format
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"Letter"
Easy, straightforward transmission
In “letter” level the encrypted messages will be marked with .s that is placed at the end of receiver’s e-mail address (for example recipient@domain.tld.s).
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Offers, price information, surveys, reports and financial reports, personal security codes, confidential information of business partners, part of cooperation with authorities (without sensitive personal data), documents kept secret according to the Act on the Openness of Government Activities (e.g. thesis research plan)
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"Registered letter"
The sender can verify the recipient
In “registered letter” level also the receiver is authenticated using SMS authentication. In practice when the receiver opens the message system asks for a PIN code that is simultaneously sent as a text message to receiver’s mobile phone.
Registered Letter is only use for those who needed it as part of their job.
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Health information or information on the use of health services, board communications, all sensitive personal information (information about a person's financial status, unemployment, family circumstances, matters of private life), confidential information of the organization, financial and legal commitments, confidential information and decisions
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name@company.fi.0401234567.s
NOTE: Use of the “registered letter” level only for those who, due to the nature of the job, are entitled to use this security level
Secure email instructions (internal, EN)
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