Welcome to the NHSmail LA webinar • The webinar will begin at 11am. • Please synchronise your web and phone presence by

inputting your Attendee ID into the phone. • Participant lines will be muted during the presentation. • The webinar will be recorded. • You can use the chat messaging feature on the right

of the screen to ask questions. Please only use this for questions, not general comments.

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NHSmail Local Administrator webinar Wednesday 24 May 2017 at 11am

Stuart Glen– Accenture Kieran Brough – NHS Digital

Agenda • Service status

– Helpdesk update – BCDR testing over May bank holiday

• NHSmail Portal – New functionality

• Other service updates / general information – Enforcement of the NHSmail data retention policy from June

2017 – Encryption tool for iOS devices workaround – Cyber security best practice – Updated guidance documents

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Service status update

Update on NHSmail service 4

Service status • Service has remained consistent with previous months and contacts to the Helpdesk

have remained within anticipated volumes. • Helpdesk voice and email quality assurance continues to be calibrated with NHS

Digital, we remain on an upward trajectory and are currently meeting expectations. • An issue was experienced with Portal performance following a deployment on the

morning of 9 May 2017. The deployment unfortunately removed the “Access Email” button from the Portal landing page. A hotfix was deployed quickly to rectify this.

• The phase 2 pilot of a new Helpdesk telephony service option is still ongoing and due to complete at the end of May 2017 whereby, dependent upon take-up, an assessment will be made with regards whether there is a benefit of communicating the option to the wider LA community.

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BCDR testing over May bank holiday • The NHSmail business continuity and disaster recovery test

remains on course for the end of May bank holiday weekend (26

to 29 May). • We do not anticipate that there will be any impact to end users

during the course of the test. If there is any perceived impact then please contact the helpdesk as normal.

• However, it would be appreciated if LAs would ensure that local business continuity arrangements were reviewed as a precaution.

• In addition, if organisations are involved in self-migration activity to NHSmail please plan in a FULL pause of this activity over the course of the weekend. We will be pausing all managed migrations activity over the course of the weekend also.

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NHSmail Portal

Portal defect fixes, new features and upcoming developments 7

Portal update Last portal release took place on the 8 May 2017 Total of 43 bugs/new functions were released • 21 bugs • 22 new functions A few highlights….. • New LA mobile controls on behalf of end user • New reports (duplicate, admin) • AUP text updated • 10 day password reminder • Audit report results can now exceed 200 rows • Bulk flag users as leavers

Please refer to the release note information on the NHSmail support pages.

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Ready for release Portal items complete and ready to go live • Advanced search within people finder • Set calendar permissions to all users in my organisation (global

setting) • Fix audit search persistence • Organisation email not allowing special characters • DDL rule based on admin role • People finder not showing helpdesk role in LA list • End user shared mailbox list not showing in some cases

Date of the next release will be around the 2 June 9

Ready for release

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People Finder – Advanced Search

Ready for release

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People Finder – Advanced Search

What are we working on now? Portal functions currently being worked on in the current development cycle are: • Setting calendar permissions for all users within my

organisation (Inside my organisation setting) • Dashboard report • Deletion report • 18 day password expiry • Enable people finder search for sites • Add recipients to Static DLs outside of my organisation 12

What coming in the next few months? Some of the portal functions which will be worked on up to the end of June are: • Bulk imports of recipients to static DL via csv • User function to request to join/leave a static DL • LA access to eDiscovery for 180 days of email • Bug – accounts stuck in “PendingErr” status • Bug – csv upload tool generating multiple confirmation

emails

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Questions?

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Other updates / general information

Updates and reminders on NHSmail 15

• The NHSmail Data Retention Policy has recently been updated to reflect the new service.

• It defines the maximum retention periods for which data will be kept.

• This policy will be automatically enforced in the future. • Once the ‘LastLogin’ field is fixed in the mailbox

report, you should review the accounts within your organisation and their status to ensure that they are managed as expected.

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NHSmail Data Retention Policy

NHSmail encryption tool for iOS devices • The encryption tool is available to support secure communication

between NHSmail accounts and non-secure domains. • An issue has been identified whereby iOS mobile devices cannot

access encrypted emails. • The workaround is to send the email to Trend Micro

(m@zd.trendmicro.com) where it is decrypted on the user’s behalf. A link is sent back to the user, they will need to enter their encryption credentials to be able to review and respond to the content. This link is only valid for 10 minutes, after this time the email would need to be sent again. Detail of the workaround is available on the Trend Micro website and the NHSmail encryption guidance will be updated to reflect this change.

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Cyber security best practice guidance • The National Cyber Security Centre and the NHS Digital

Data Security Centre have been providing advice on cyber security given the recent cyber attacks.

• The latest guidance is available on the NHS Digital web pages including a guidance document on connecting to NHSmail.

• You should also review the Cyber Security Guide for NHSmail which gives information on how to keep accounts and the NHSmail service safe and secure from common threats such as spam, junk, spoofing and phishing.

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NHSmail policy and guidance documents • Updated policy documents

– Data retention policy – Access to Data process (gaining data for forensic

investigations) • New guidance document

– Transferring data securely into NHSmail

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Questions?

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www.digital.nhs.uk @nhsdigital enquiries@nhsdigital.nhs.uk 0300 303 5678