Copyright LR Associates, Inc. All right reserved.
Working with POLICY-BASED
ENCRYPTED (PBE) EMAIL
How you can help - Shortly after sending a message. Should you receive an email
from email@example.com with the subject: "Your email has been encrypted."
If you know that the email sent contained "Protected Information"
(Credit Card, Driver License, SSN or other HIPAA Protected information)
Case 1- Recipient has received encrypted messages in the past. No action
necessary, this was a "Valid Encryption"
Case 2 - Recipient has NOT received encrypted messages in the past. Contact
them to insure that Your “Encrypted Email Message” sent by the Portal has been
received and accepted.
If you do not know why the message was encrypted
If you can, double check that the message to insure it does not contain
"Protected Information" (see Useful Information below)
If you still don't know why or are not sure then
Forward a copy of the "Your email has been encrypted." to staff@lr-
assoc.com and type WHY? in the subject or body. No other information is
If your sure there is no “Protected Information” in your document, resend your
original message adding a "Do Not Encrypt Trigger Word" to the Subject (see below).
Instructions below if needed:
From your email program, Select your “Sent” folder
Type (or copy & paste) your subject in the “Search Box”
From the results, find the sent message that matches the Time & Date “Sent”
(note, sent times are in the PDT Zone)
Resend the message
Do Not Encrypt Trigger Words - Add bypass: or noencrypt: or decrypt:
anywhere in the subject (the ":" after word is required)
Force an Encrypt Trigger Words - Add secure: or encrypt: anywhere in the
subject (the ":" after word is required)
Never put protected information in the "Subject:" - Doing so will cause the
message to be returned from firstname.lastname@example.org with the subject: "Delivery Status
Avoid False Triggers - Standalone numbers like #.## or ##.## are in a protected
format and will be encrypted. When Possible, add a character immediately preceding
or following such a number. $#.## or #.##” or #.##lbs. or 12.5hrs. or ##.##ft.
List of indicators/words for PHI or Protected Health Information - These words,
when used will trigger a document Encryption.
Account number, beneficiary, Birth date, Birthplace, Claim Date, Claim
Number, Drivers License, Emergency contact,
Group Number, Health Number, Health Plan ID Number, ID Number, Insured
Member, Patient ID, Patient Name,
Patient Number, Plan Member, Plan Number, PNID, Primary caregiver, Record
Some Attachments are Analyzed by PBE - Attachments that contain file names
ending with extensions of doc, xls, ppt, docx, xlsx, pptx, vsd, mpp, pdf (That are NOT
LOCKED), msg or txt will be analyzed by the PBE. If Protected Information is detected,
the email will be encrypted.
Some Attachments CANNOT be Analyzed & by Default are Encrypted -
Attachments such as photos, graphics, LOCKED pdf’s and any others not included in the
above list cannot be read by the PBE. As a fail safe, UNRECOGNIZED/LOCKED
messages that cannot be read will be encrypted.
Work Around for UNRECOGNIZED/LOCKED Attachments - With a little
forethought encryption of attachments not containing protected information can be
avoided. IF you know that the UNRECOGNIZED/LOCKED DOES NOT contain
Case 1: This is an isolated case and only happens once and a while. Use the Do
Not Encrypt Trigger Words found above.
Case 2: This is an Attachment that is used repeatedly. Add “p-a-s-s_” anywhere
in the file name. Examples below:
Change file name e-brochure.pdf to e-brochure-p-a-s-s_.pdf
my-logo.gif to p-a-s-s_my-logo.gif
Understanding & Living with PBE
Why PBE and how you can use and help improve it - Your right to privacy is
what we strive to protect. By use of PBE technology we examine documents, identify protected
information, and if found we encrypt. However the PBE technology is designed to cover an
extremely broad range possibilities and some may not apply to your company.