Procedures for Acquiring a Vault E-Mail Account for Non-State Users

If a non-state user needs to send and receive secure e-mail in connection with DHSS, please follow the procedures below:

• The division's "approver" certifies that a non-state user has a need to read or send secure e-mails to state staff, and therefore have an e-mail account on the State Vault.
• The divisional approver will send to the non-state user or organization head authorized to represent the agency an e-mail with a link to the DTI Acceptable Use form and the Non Disclosure Form.The Non Disclosure form is available on the following page: at www.dhss.delaware.gov/dhss/dms/pubs.html The DTI Acceptable Use form can be found at: dti.delaware.gov/pdfs/DTIAcceptableUsePolicy.pdf The DHSS Helpdesk should be copied on this e-mail. The Help Desk will open a ticket at this point.
• The non-state user should reply to both the approver and the Help Desk that they have read and accept the conditions stated in these documents. [An organization only needs to review and accept the DTI Acceptable Use Policy and the Non Disclosure Form once regardless of the number of individuals from that organization that may need Secure e-mail.] In addition, in the reply e-mail, the non-state user should include the e-mail address that he/she wants to use for sending/receiving secure e-mails. If vault accounts are being requested for more than one non-state user, each e-mail address should be clearly specified.
• If the non-state user either does not reply to the e-mail or does not agree to the conditions in the DTI Acceptable Use form and the Non Disclosure Form, then the ticket will be closed. If there has been no response in two weeks the ticket will be closed.
• An authorized individual from DMS IRM will send to the non-state user an e-mail with a link inviting them to register their account. This "inviter" for DHSS will be designated by DMS IRM with the DHSS Help Desk as secondary inviters.
• Once registered, the non-state user will have an account on the State Vault. The State Vault is an external mail repository where each vault user will have a mailbox. This mailbox has the following limits: 25 meg size limit, 10 meg size limit per e-mail, and a 30 day retention. If the mailbox is full it will operate on a first in, first out basis.
• An inactivity report will be run once every six months. Any account that is inactive for at least 120 days will be removed.