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Securing your data
HCL Notes® security enables you to protect your workspace and data at all times, so only you and the people you designate have access to 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 posting in a public database, provided the document contains fields that are encryptable.
Accepting and deleting secret encryption keys

Securing your data
HCL Notes® security enables you to protect your workspace and data at all times, so only you and the people you designate have access to your data.
- Your Notes User ID and how to store it
- Changing passwords
  Passwords prevent others from using your User ID. When your administrator creates your User ID, he or she decides whether it needs a password, and what type of password is required. Once you access HCL Notes® for the first time, you should change your password to something that you can remember but is hard for others to guess.
- Using Notes shared login to eliminate Notes password prompts
  Notes® shared login (hereafter shared login) allows you to start HCL Notes and use your User ID without having to provide a Notes password. You only need to log in to Microsoft® Windows® using your Windows password. Your administrator controls whether you can use shared login.
- Locking the Notes ID
  Locking your HCL Notes® ID prevents others from using Notes when you are away from your computer. Locking your ID clears your Notes credentials and drops all connections to Notes servers. You must log in again in order to take any new action using Notes.
- Enabling Smartcards for Notes® login
  Smartcards resemble credit cards, but instead of containing a magnetic strip they contain a microprocessor and memory. You can use a Smartcard with your User ID to login to HCL Notes®, provided you have a Smartcard reader installed on your computer. Once your User ID is enabled for Smartcard login, you are prompted for your Smartcard Personal Identification Number (PIN) in place of your Notes password.
- Requesting a new user name
  If you want to request a new User Name - for example, if you got married and you want to change your name - you must contact your administrator.
- Your Notes® and Internet names
  You can view all the names that identify you in Notes®.
- Sending mail to your administrator
- Accessing servers using certificates
  A certificate is an electronic stamp, like a stamp on a passport, which verifies to a server that you are who you say you are. Certificates are stored in your User ID. When you first receive your User ID from your administrator, it contains a Notes® certificate. You may decide to use Internet certificates as well. (You may see Internet certificates being referred to as X.509 certificates.)
- The Access Control List
  Every database includes an access control list (ACL), which HCL Notes® uses to determine the level of access users and servers have to a database. Levels assigned to users determine the tasks that users can perform on a database. Levels assigned to servers determine what information within the database the servers can replicate.
- Restricting access to local databases
  When you enable encryption for a local database, HCL Notes® encrypts the database using your public key from your User ID. You are the only one who can then decrypt the database because you have the corresponding private key in your User ID. Nobody else's User ID can open the database.
- Notes data
  You can restrict access to applications you have stored locally or encrypt a document in an application.
- Preventing others from reading or viewing specific documents
  You can protect your documents, so that only you and the people you designate can read them, even if others have access to the database your documents are in.
- 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 posting in a public database, provided the document contains fields that are encryptable.
  - Accepting and deleting secret encryption keys
  - To export a secret encryption key
    If you want to give a secret encryption key to someone who does not use HCL Notes® mail, you can export the key to removable media or to a shared file system, so that person can then import the secret encryption key. You may also need to export a secret key if you want to send the key to a Notes user who uses Internet certificates for mail security and prefers to receive mail in MIME format.
  - To import a secret encryption key
    If someone exported a secret encryption key for you to use, you must import the key into your User ID in order to use the secret encryption key.
  - Secret encryption key advanced details
    You can view all details about a selected secret encryption key in your User ID.
- How Notes® uses public and private keys for encrypting and signing mail
  HCL Notes® uses a public and private key set to encrypt and decrypt data, as well as to validate digital signatures. The public and private key in a set are mathematically related to each other and are unique to your User ID. Your public key is stored in your Notes certificate. Your certificate is stored in your User ID and the HCL Domino® Directory. Your private key is stored only in your User ID.
- Restricting execution access with the Execution Control List
  You can protect your workstation by specifying different types of execution access for different people or organizational certifiers who run HCL Notes® scripts and formulas. For example, you may give all types of execution access to your HCL Domino® administrator, but allow no execution access to unsigned scripts or formulas.
- Securing your POP3, IMAP, or LDAP accounts
  HCL Notes® supports Secure Sockets Layer (TLS), which makes communication secure for your POP3, IMAP, or LDAP accounts. TLS encrypts the data that is sent between your Notes client and the server you specify for your account. Notes supports TLS versions 2.0 and 3.0. By default, Notes negotiates the best TLS version to use with a particular server.
- Signed plug-ins
  Your administrator may have selected plug-ins to be installed automatically with your client software. These plug-ins are signed with a certificate that is trusted by your client, and verified that the data they contain is not corrupted. Plug-ins signed in this way can then be installed without having to prompt you to accept them.

Accepting and deleting secret encryption keys

About this task

A secret key can be used to encrypt a document. That same key is also used to decrypt the document that is encrypted with the key. When someone sends you a secret encryption key, you need to accept the key in order to read the encrypted document it opens. Once you have accepted the secret encryption key, which gets stored in your User ID, you can read the encrypted document.

You can also delete secret encryption keys that you do not use anymore.

Note: If you are not an HCL Notes® mail user, the person with the secret encryption key needs to export the key to a place where you can then import it into your User ID.

Results

To accept a secret encryption key

About this task

Procedure

Open the email message that has the secret encryption key attached.
Click Actions > Accept Encryption Key.
Click Accept.
(Recommended) Create a backup copy or update existing copies of your User ID after you accept a secret key (unless you are a roaming user with the configuration that doesn't require you to keep a backup copy of your User ID).
(Recommended) Create a backup copy or update existing copies of your User ID after you accept a secret key.

Results

To delete a secret encryption key

About this task

Procedure

Click File > Security > User Security (Macintosh OS X users: Notes > Security > User Security).
Click Notes Data > Documents.
Select the secret encryption key you want to delete under "Secret Key Name."
Click Other Actions > Delete Secret Key in the bottom right corner of the "Document Encryption" dialog box.
Click Yes to confirm the deletion.

Results