Access Secure Messages with one-time use code

As a user, you may receive secure messages from your organization via VisualVault. These contain important information and/or attachments, so please be sure to open and read them.

Objective

The objective of the Secure Message Service is to enable secure, auditable electronic message delivery by enforcing encryption and recipient authentication. This ensures that sensitive messages are accessible only to verified recipients, maintaining data confidentiality, integrity, and compliance with industry security standards. All data is protected both at rest and in transit using modern encryption protocols (TLS 2.0 or higher), and access is controlled via identity verification mechanisms based on email-delivered one-time use passcodes.

Description

The Secure Messaging Service enables secure communication through a process that protects message content and controls recipient access:

• Data Protection: All data is encrypted at rest and in transit using TLS 2.0 or higher.

• Recipient Verification: When a message is sent, the recipient receives an email with a secure link to access the message.

• Access Control: Upon visiting the secure Web page, the recipient must generate and enter a one-time use passcode, sent to their email, to view the message.

• User Privacy: In multi-recipient scenarios, each recipient receives an individual notification and is unaware of other recipients.

• Audit Logging: Every access attempt and message transaction is recorded in a persistent audit trail within VisualVault.

• Configurability:

  • The allowed duration before a user can request additional codes, following the maximum of five codes, is configurable.

  • Expired passcodes can be regenerated by the recipient.

  • How often codes are generated can be limited, rather than the number of codes per message.

  • Message expiration can be configured, after which no new OTPs can be generated and the message becomes inaccessible.

This service ensures that messages are only accessed by intended recipients, remain secure during transmission and storage, and are fully auditable to support compliance requirements.

Walkthrough

To access a Secure Message:

1. Open the initial notification email and click the Verify Identity button or copy the URL link and paste it into your browser,

   

2. In your internet browser, click the Send Code button.

   

3. Check your email inbox for a separate email that will contain the one-time use code. Click the Use Code button or copy the code to paste it in your browser.

   

4. In the browser, paste the code. Click the Verify button to read your message.

   

5. Secure email messages will be available for a limited duration from the date they are sent (this duration is set by your provider, e.g. 90 days). Users (requesters) are encouraged to save the information contained in these emails, as access will be restricted after this period.

Troubleshooting

• To generate another code, in the browser, click the Send another code button to read your message.

  

• If you have exceeded the allowed number of codes, then you may request another code after the time set by your provider (e.g. 15 minutes).

  

• If you have already used a code to view your message, then you may request another code after the time set by your provider (e.g. 15 minutes).

  

Need help? Please contact your organization’s administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.

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