Recommendations for Digital Communication with the Ministry of Justice, Department of Civil Affairs

Send securely if your email contains confidential or sensitive information (including personal data)

The Department of Civil Affairs primarily communicates via secure mail – Digital Post – but can also be contacted via regular email. If you wish to send an email to the Department of Civil Affairs containing confidential and/or sensitive information, it is important that you send the email securely to prevent others from reading the content. Additionally, secure mail ensures that the content of the information you send is not altered. The Department of Civil Affairs can communicate through the following digital platforms:

• Email (civilstyrelsen@civilstyrelsen.dk)
• Public digital post (borger.dk, virk.dk, or e-Boks)

Regular Email

If your email does not contain confidential information or sensitive personal data, you can send it as a regular email.

• Regular email (civilstyrelsen@civilstyrelsen.dk)

Public digital post

When sending from e-Boks, for example, you should select the recipient when creating the message. Under the category "Public Authorities/State," you will find the subcategory "Ministry of Justice, Department of Civil Affairs."

As a citizen, you can send a secure email from your digital mailbox on borger.dk or e-Boks.dk. It is also through the digital mailbox that you receive notifications from the public sector (such as letters from the Department of Civil Affairs). You can get help and guidance on creating and using the digital mailbox at www.borger.dk.

For professional users, the Department of Civil Affairs prefers to receive secure digital mail through the e-Boks solution on virk.dk, where it is sent via CVR.

This solution offers, in addition to security, that the communication can be documented.

Email with a certificate

It is also possible to communicate with the Department of Civil Affairs using a secure email address with a certificate. Using the certificate solution requires specific technical conditions and is not recommended, as the communication cannot be documented. The Department of Civil Affairs can receive and send secure email with a certificate at sikkerpost@civilstyrelsen.dk.

The Department of Civil Affairs can, of course, also be contacted by letter or by phone.

File Size

Be aware that encryption “eats” part of the email capacity. The Department of Civil Affairs cannot receive emails that exceed the following sizes:

When writing to the Department of Civil Affairs, there are several things to keep in mind:

To make the processing of cases as simple as possible, we encourage you to:

• Send the message digitally or by regular mail (not both)
• Only send attachments once (i.e., do not resend them in a later email)
• Only send one case per email (i.e., do not include multiple cases in the same email)
• Do not CC the Department of Civil Affairs in an email correspondence between you and other parties
• Avoid sending material on USB drives, CDs, or other physical storage media
• If material is, in special cases, sent via multiple channels, this should be stated when sending it.

Subject Line

It is important to be aware that the subject line is never encrypted – even when sending securely. Therefore, you should not include confidential or sensitive information in the subject line. Do not include names or personal numbers in the subject line.

It helps the Ministry of Justice, Department of Civil Affairs manage emails if you fill in the subject line of the forwarding email as follows:

• If it is a new case, write, for example: Foundations, Legal Aid, Legal Information System, Compensation Board, Forensic Medicine Council, Council for the Victim Fund, or Collection Board.
• If it is an ongoing case, write: The Ministry of Justice, Department of Civil Affairs’ journal number and which document types, e.g., response, application, etc.
• If it is a request to reopen a previous ongoing case, write: Request to reopen the Ministry of Justice, Department of Civil Affairs' [journal number].

Naming and Organizing Attached Files and Sending Emails

Messages and attachments should be sent to the Ministry of Justice, Department of Civil Affairs in one email (unless otherwise agreed) and as separate files. This means that the message and attachments should not be combined into one file. The files can be named so that the content is clear.

Attached documents should be sent in one combined file, for example, named “attachments 1-10” if there are 10 attachments. The pages in the attachment file should be numbered sequentially, and the individual attachments should be identified on the first page using usual principles, i.e., attachment 1, 2, 3, a, b, c, etc. The attachment file should only be split into multiple files if the size of the file makes it impossible to send in one.

Send Attachments via Email Only

For security reasons, the Ministry of Justice, Department of Civil Affairs only accepts attachments sent via email. The Ministry will not be able to receive your information if it is sent as a link in an email.

Receiving Unencrypted Material with Personal Data – USB/CD-ROM

If the Ministry of Justice, Department of Civil Affairs receives material containing personal data on an unencrypted USB drive or CD-ROM, the USB drive or CD-ROM will be destroyed once the information has been registered in the Ministry’s case management system.

The Ministry of Justice, Department of Civil Affairs will not return unencrypted USB/CD-ROMs by mail due to security reasons and to comply with the General Data Protection Regulation.

Note: Do not send personal data using an unencrypted medium (USB/CD-ROM) for the safety of you or your client.

File Formats

The Ministry of Justice, Department of Civil Affairs can receive the following file formats: