Why do I need WordSecure Messaging?
WordSecure provides an encrypted portal where you, your clients and colleagues may exchange messages and attachments securely through a controlled, web-based environment. This allows for convenient security of confidential exchanges without needing to rely all your contacts being able to install and configure complicated, email client encryption software add-ons themselves.
Since WordSecure is a dedicated, secure messaging environment with a centralized database, we are also able to control who can communicate with whom and either automatically delete, or retain old messages for your organization to help reduce liability risk as it relates to audits, malpractice, HIPAA compliance, SOX, GLBA, and other federally mandated privacy laws.
How Does Secure Messaging differ from Regular Email?
Regular Email is like a postcard. It floats from handler to handler and can be read by anyone along with way. Anyone with any skill with computers could download packet-sniffing software and tap into non secured networks to read your email with little more than a laptop and and afternoon of free time to figure it out. Secure Messaging is a web-based, point-to-point, bi-directionally encrypted connection that prevents people from reading your data coming in across the wire in clear text. All world-be criminals see is encrypted strings of gibberish.
Regular Email can also be secured, but that presents its own set of headaches. See the next FAQ to learn more.
Why is Secure Messaging better than Secure Email?
Unlike Regular Email, Secure Email is encrypted. The only problem with that is it requires special software on both ends of the communication. The email sender must have encryption installed and configured properly and the recipient must also have that same software set up to decrypt the message and attachments. Most users don't have the time, patience or resources to configure a special secure email client just so they can communicate with your organization. The secure messaging portal by WordSecure keeps it simple: Both people create accounts on your dedicated system, and from then on can then communicate with one another quickly and securely.
Another problem with Email (regular and encrypted) is that it creates copies of itself on the sender's computer as well as the recipient's. Then there is the backups done by the Internet Service Providers....who knows how many copies exist of that so-called secure email. Secure Messaging, on the other hand, because it lives only on the secure server, avoids the liability of having copies your secure messages on multiple computers and servers. Since most data breaches occur due to lost or stolen laptops, secure messaging provides only a single point of possible failure with data security, rather than multiple in the case of secure email or regular email.
Why am I the only user I can see and send a secure message to?
You need to add other users to the system so you can communicate with them! This can be accomplished one of two ways:
Will my data be protected from the NSA?
We can't promise that level of data security. Sorry. WordSecure Messaging provides commercial-grade encryption and best-practices to help ensure the security of your data from unauthorized access. Should the U.S. Federal government have a court order telling us to hand over data, we as a U.S. company will have to comply. However, unlike many of the larger service providers, WordSecure, LLC has never been approached by the NSA or any other federal agency asking us to release data of any kind and no "back door" has been provided to them.
How do I login to my company's encrypted WordSecure System?
Each client-company instance of WordSecure is accessed from a unique URI. Your company will typically provide a link that is easily accessible from your company website. If not sure, ask your company's WordSecure administrator.
Do my clients and vendors also need to buy a WordSecure account to communicate with me?
No. Your subscription covers them. They simply create a free account on your company's own WordSecure system to communicate with you using secure, encrypted secure messaging.
How do my clients sign up for WordSecure to communicate with me?
If enabled, the public signup form is linked from your company's dedicated WordSecure login page. To enable it and allow the public to create WordSecure accounts to communicate with you themselves, simply login, click on Administration, then click on the plus sign next to System Settings to expand the screen, then select "Yes" next to "Show Public Signup Page:". Your company's WordSecure Super User can also set up accounts and must assign privileges so general users can send secure messages to you, and you to them. New account holders must verify their email address by responding to the signup notification before you can send them secure messages.
How do I know this messaging system is really highly secure?
WordSecure runs over 256 bit SSL key encryption, one of the highest standards commercially available. You can tell an application is encrypting data by looking for the little gold lock symbol either near the location bar or in the bottom right corner of your browser. Encrypting data doesn't make the application secure, however. WordSecure has been designed from the ground up to be secure and easy to use. It is run through a battery of tests after each code change takes place to help ensure its security and reliability. We also participate in code reviews by web security consultants periodically to ensure we are following best possible practices as new threats to web security in general are discovered. Our servers are co-located in secure, top-ranked, hosting facilities in the U.S. with restricted physical and electronic access, and 24/7 monitoring.
Can I send secure attachments (documents)?
Yes. You may send one attachment (document) at a time. If you would like to send multiple files at once, put all the files in one folder, zip them and attach the zipped file to your WordSecure message.
What are digital signatures and are they supported?
There are many proprietary ways to do things companies call a "digital signature", which effectively just ensures the sending party is who they say they are, and the messages and attachments have not been altered since sending. WordSecure accomplishes this through two methods: Digital signing is inherent in the system since a username and password is required to access the system, thereby assuring the user's identity. Since all information is sent over an encrypted connection (unlike email), the likelihood of of someone intercepting and decrypting the username and password is extremely unlikely, therefore there is reasonable assurance that the data sent by the user is authentic.
For attachments, there is a hashed checksum and user ID embedded in the file that allows us to verify that the attachment has not changed since it was first uploaded by the sender. These methods are, in effect, a verifiable, digital signature.
What types of files can I send securely?
All file types (digital documents) are permitted as attachments. Executables are not permitted to help prevent the propagation of computer viruses.
What is the WordSecure Enterprise System and why would I need that?
WordSecure Enterprise is a completely private, and customizable instance of the WordSecure code-base. It can be configured to support your own branding, logo, and custom messages, allowing it to integrate seamlessly with your existing website. WordSecure Enterprise systems run on their own virtual server and have their own private IP address, in addition to a private and custom domain name. for pricing and other details concerning WordSecure Enterprise Systems.
Is there anything I can't send?
Anything that is illegal or malicious will be deleted as soon as it is detected. We also will suspend your account for such practices.
How do I add or delete recipients from my system?
Recipients are added by either creating an account for them from the Administration area of the site (accessible only by Super Users), or by the user completing the public User Signup form and free registration process.
How do I change recipient information on my account?
If you are the WordSecure account owner and paid subscriber, you may assume the Super User role and access the recipient users accounts to change their account information.
What happens if an email notification from a WordSecure message I've sent bounces?
If a WordSecure email notification bounces, you will want to look at the nature of the bounce, the reason for which is often stated clearly in the rejected email. Some email failures are temporary and the email is resent after a few hours. Others are permanent, such as if a recipient's AOL or Yahoo mailbox is full, or if their account no longer exists. If a notification of a WordSecure message is bounced, the recipient will still be able to get your WordSecure message by logging in to their account.
How do I download a document to my computer?
Documents or other files may be attached to WordSecure messages. You may download attachments by right-clicking on the attachment and selecting 'save target as' to save the attachment to your local hard drive.
Can I download the message?
Messages may be saved to your local computer simply by highlighting the document, copying , then pasting the contents into a new text file or other document.
In Windows, you may copy text by first highlighting everything you want to copy, holding down the CTRL key, then hitting the C key, then going to the text document where you want to paste the information, click on the text document where you want to paste the and hold down the CTRL key, then hit the V key to paste it. Now save the document to your local hard drive.
What is the deal on HIPAA? I'd like a short answer please.
HIPAA is a set of U.S. government regulations made to help ensure any information about an individuals health or healthcare treatment is kept private. WordSecure is compliant with HIPAA regulations since it encrypts all message contents sent securely.
I need a deeper explanation, thanks.
The Health Insurance Portability & Accountability Act of 1996, Public Law 104-191, also known as the "Kennedy-Kassebaum Act," this U.S. law protects employees' health insurance coverage when they change or lose their jobs (Title I) and provides standards for patient health, administrative and financial data interchange (Title II). The latter also governs the privacy and security of health information records and transactions. HIPAA, developed by the Department of Health and Human Services, took effect in 2001 with compliance required in phases up to 2004. Fines have become increasingly steep in recent years for negligence of HIPAA and HITECH standards. In a major violation that occurred in February 2011, one company was fined $4.3 million.
Can I use WordSecure for non-medical messages?
Yes. Any information and data you want to keep private may be sent using WordSecure. This includes financial, legal, and other personal information. The safety and privacy of the data still depends on you and the recipients not sharing your WordSecure passwords, or being careless by staying logged in to WordSecure with a secure message on the screen while leaving your computer unattended.
When does my account expire?
Your account will never expire so long as the client hosting the WordSecure system you use keeps their subscription up to date.
Will you send me a warning?
We will send notification to hosting clients if their account is in arrears once a week until 30 days has passed, after which time the account and all user accounts under it, will be disabled. We do not send notifications to users about hosting accounts expiring. A notice will be placed on the login page informing the user the system for the client has been disabled.
Is there a grace period?
If a subscription does expire there is a grace period of 30 days to make good on the account before it is disabled.
Can I terminate my subscription at any time?
Yes. If you are a hosting subscriber contact, saying you want to terminate your account with WordSecure. If you are user on a hosting client's system, simply send a WordSecure message to your Super User or Administrator in charge of the WordSecure system you are using and ask them to delete your account.
How is user administration handled?
The Administration functions allow a Super User on your system to create, edit or delete user accounts. Users may create their own accounts as well as change or reset their password directly, as needed.
What if I need help/support?
Support is provided through our FAQs, Online Help, and staff. Call us any time at 1-877-878-6798 or email us at .
Will it work on my handheld device?
Try it and see what happens. :-) Currently WordSecure Messaging supports all major browsers under Mac, Linux and Windows as well as iOS for the iPhone and iPad. Other handheld devices are not officially supported yet, but they will most likely work.
Which browsers are supported?
Internet Explorer 6, 7, and 8, FireFox, Safari, and Google Chrome have all been verified for compatibility with WordSecure.
Who do I contact for more information?
You can send an email to or call us at 1-877-878-6798.