SECURING YOUR DATA

Encrypting documents using secret keys
Using a secret encryption key that is stored in your User ID, you can encrypt a document that you are sending to someone or posting in a public database, provided the document contains fields that are encryptable. When you create a document that has been enabled for encryption, you choose the secret encryption key you want to use to encrypt the data. Only the people with the same secret encryption key can decrypt the data that you encrypted. If someone who does not have the secret encryption key opens the document, the data is not visible.

You can recognize an encryptable field by its red brackets. Only the contents within those red brackets can be encrypted. All other data is open for viewing by anyone who accesses the document. Mail documents can be encrypted.

To encrypt a document field, you need to:

1. Create a secret encryption key.

2. Attach the secret encryption key to your document.

3. Mail your secret encryption key to people who need to read the encrypted fields.

Note If you are not a Notes mail user, you need to export your secret encryption key so the person who needs it can import it into his or her User ID.

To create a secret encryption key

1. Choose File - Security - User Security.
Macintosh OS X users: Notes - Security - User Security.

2. Click Notes Data - Documents.

3. Click the "New Secret Key" button.

4. Enter a name for the secret encryption key in the "Secret key name" field in the "New Secret Encryption Key" dialog box.

5. (Optional) Enter a note about the secret encryption key and what it is being used for in the Comment field in the "New Secret Encryption Key" dialog box.

6. If the key is going to be used by someone who uses a non-North American release of Notes earlier than 5.0.4, select "Use international encryption."

7. Click OK.

Note For information about North American and International encryption, see Encryption strength, if you have installed Lotus Domino Administrator 6 Help. Or, go to the Documentation Library on the Lotus Developer Domain to download or view Lotus Domino Administrator 6 Help.

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To attach a secret encryption key to a document

1. Open the document you are encrypting.

2. Choose File - Document Properties.

3. Click the Security tab.

4. (Optional) Uncheck the option "All readers and above."

5. Choose one or more secret encryption keys that you created, or choose the people who can use their public key to access the document (click the person icon next to the "Public Encryption key" field) under "Encryption Keys."

6. Send or close the document.

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To mail a secret encryption key

1. Choose File - Security - User Security.
Macintosh OS X users: Notes - Security - User Security.

2. Click Notes Data - Documents.

3. Select the secret encryption key to send under "Secret Key Name."

4. Click "Mail Secret Key."

5. Enter the names of the people you want to send the secret key to in the To field. (Click Address to choose from your Personal Address Book.)

6. In the CC: field, enter the names of the people who need to know you sent a key, but aren't getting one themselves.

7. Click Send.

8. If you would like your secret encryption key to be mailable by the recipient of the key, so the recipient can continue passing the key on to others, select "Allow all recipients to forward the key to others by mail or export" when prompted. Clicking Cancel cancels the sending of the key.

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See Also