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EPFO, HEAD OFFICE
MINISTRY OF LABOUR & EMPLOYMENT, GOVERNMENT OF INDIA
BHAVISHYA NIDHI BHAWAN, 14, BHIKAIJI LAMA PLACE, NEW DELHI 110066
www.epfindia.gov.in

HO No.: NDC/IS/SW/72/email/chargeable/2020/873

Dated: 17.12.2021

To,

OICs,
All Divisions Head Office/NDC/
All ZOs/ROs/ NATRSS /ZTIs/D0s/Vigilance Directorate/Audit Wings.

Sub:- Mandatory activation of Multi-Factor Authentication-Req.

Sir/Madarn,

It is informed that, with immediate effect, installation of 2 Factor Authentication (2FA) has been made mandatory by NIC for using the email id on “@epfindia.gov.in” domain.

All users availing the email services from NIC (i.e. @epfindia.gov.in) need to use 2 Factor Authentication (2FA) to access their email account. Users will not be able to access their email through the Web Interface w.e.f. Thursday, 23rd Dec 2021 unless “Kavach App” is installed.

Therefore, all users are requested to install “Kavach App” on their access devices (phone/laptop/desktop) immediately.

Please ensure that the device in which the “Kavach Application” is installed should always be available with the user, as the user has to accept the notification received on the “Kavach Application” for enabling access to the email account.

Steps to download and install 2FA application “Kavach” is attached. The attached document gives the detailed step wise process for installing the Kavach “Application” on mobile/laptop and desktop.

This makes it very important that correct mobile number is linked with your email Id. For changing the mobile number, you have to send an email from official email Id to [email protected] intimating your email Id, name, designation, date of retirement, and new mobile number. This mobile number should not be already linked with 2 email Ids.

A process for allowing your PA/PS to access your email is also given in the attached document. However, the PA/PS should be having email ID on @epfindia.gov.in domain which means that he/she should be an employee of the organizations.

Important points:-

1. Link correct mobile number with your email Id.

2. You can allow maximum two employee to access your email.

3. With one mobile number maximum two email IDs are permitted.

4. With one email Ids maximum three devices may be added.

Yours’ Faithfully,

(SANJAY KESARI)
REGIONAL P F COMMISSIONER (IS)

Configuration steps for installing Kavach

1. Please note that NIC does not send any mails under any situation that requires you to submit your login credentials (login/password) hence do not take any action on a mail that asks for your login and password as it could be a fake mail and may carry malicious malware to infect your devices.

2. If you receive any email with a link, please verify its authenticity before clicking. It could be a phishing link.

With immediate effect installation of 2FA has been made mandatory as per directive from Competent Authority. All users availing the email services from NIC need to use 2FA to access their account.

Users are advised to install the same on their access devices (phone/laptop/desktop) immediately. Please note that if you choose to install kavach only one device then please ensure that the device (for instance if you choose to install on the phone ) is always available with you as you will need to accept the notification for the access to email to be enabled.

Note:

1. The ID of a user needs to be activated for Kavach in the mail server prior to activation by the users. Hence , this procedure needs to be followed by ONLY those users who receive a mail from [email protected]. This mail is sent after the id has been enabled for Kavach. If a user receives a mail forwarded by a colleague/acquaintance, please do not try and activate as it will give an error. User needs to wait to receive a direct mail.

2. Ensure the correct mobile no is mapped with your id as you will receive a OTP for registration.

3. Contact your respective NIC coordinator / delegated administrator for updation of your mobile no or any other assistance required in this regard.

4. Notification will be sent to all devices on which the app is installed hence for ease of use please install on all (max 3) devices that are used for accessing email services.

Video tutorial is available on https://email.gov.in (after logging in) under the heading How to Install Kavach App on Android and iPhone.

EPFO Mandatory activation of Multi-Factor Authentication

Please find below the steps for installing Kavach

(A) For Self:

How to Install Kavach on Mobile (Android or iPhone) & Desktop.

1. Desktop

  • Download the Desktop App from https://kavach.mail.gov.in
  • Minimum requirement for Desktop App
    • Windows 7
    • MAC 10.11
    • Ubuntu 19.04
    • CentOS/RedHat 6.9

2. Mobile

  • Download the IOS and Android app from Apple App Store and Google play store respectively.
  • Please search App for “Kavach Authentication” in the store.

Screenshot of the correct App is shown below.

Minimum requirement for Mobile App

    • Android OS: 8.0 and above
    • iOS: 9.1 and above

Kavach Authentication

You can also download from the URL : https://kavach.mail.gov.in.

1. After Downloading, Install the same and accept the terms and conditions.

2. Authenticate by giving your username & password

3. You will receive a 6 digit code OTP (One time password) via SMS on your registered Mobile.

4. Please insert the OTP and click on Submit to complete the enrolment.

(B) ADD A USER WITH YOUR ACCOUNT (PROVISIONED TO ALLOW PS/GROUP MEMBER TO ACCESS YOUR ACCOUNT)

The person to whom you want to give access to your account needs to follow these steps.

1. Please ensure that the user being added to the app also has kavach enabled. Please ensure the same by asking your respective Delegated Administrator/NIC Coordinator or send a mail to [email protected]

2. The person (for instance your PS) will install the kavach app for his/her own email address by following the steps mentioned under “SELF” above.

3. After installing and enabling the app for self, he/she will Click on “ADD NEW ACCOUNT” in the app .

4. Enter the ID and Password details of the user whose account he/she wants to take access for ( in this instance YOU ).

5. Enter the OTP sent on the registered mobile number of the person (in this case YOU and you will need to share the OTP received on your phone as this needs to be a informed decision on the part of the user).

6. Enrolment will be complete and now Your PS /anyone else you give this authorization & will be able to access your account.

7. Max 2 delegations are allowed.

(C) HOW TO USE THE MOBILE APP

After successful installation follow these steps:

1. Login with your username /password and press enter.

2. You will get a notification from the kavach mobile app asking you to “Accept”/” Deny”.

3. Pls “Accept” immediately. Any delay will result in “timeout”

4. Please note that you need to be in strong network signal zone for the notification. If for any reason you are in a weak signal zone, then you may not get the notification immediately. Please use the following two option in such a scenario:

(a) Use the “PULL” option to get the notification OR

(b) Use the OTP and suffix it with your password and then press “enter.

OTP is the number that you see on the main screen of your kavach App as shown below:

Mobile App

5. You can also apply the country policy using the kavach app.

6. IMAP as a service can be enabled/disabled using the app.

7. As informed user, it is recommended to check your logs for access activity.

8. You are advised to please go through all the options available on the app for using it effectively.

For any issues please call the 24×7 NIC Helpdesk 1800-111-555  or Contact the NIC Officers /Delegated Administrator in your respective Ministry/Department.

(d). HOW TO USE THE DESKTOP APP

1. Open the app.

2. You will see a code with 6 numbers. This is the OTP. It will change every 30 seconds.

3. Suffix (Add) the numbers with your password, without any gap and click on “Sign In”.

Desktop App

NOTE:-

In case you are not able to login using the given OTP, use “Clock Sync” option under “Settings” button on the desktop App and try again. Refer below image to find “Clock Sync”.

Desktop App Note

Three ways to Delete/De-register a registered Device

1. Using kavach.mail.gov.in :-

1. Go to the Url https://kavach.mail.gov.in

2. Login with your email id and password.

Login with your email id and password

3. OTP will be sent to user’s registered mobile number.

4. Enter the OTP & click on Login.

Enter the OTP & click on Login

5. A dashboard will be opened for mail.gov.in.

A dashboard will be opened

6. Click on Manage Activated Devices and then select the Device you want to Delete and click on De-register.

Click on Manage Activated Devices

7. You have successfully deleted the Device.

You have successfully deleted the Device

2. Using Desktop Application: –

1. Open the kavach application on your Desktop/Laptop.

Open the kavach application on your Desktop in Laptop

2. Click on the Manage Policy Tab on the sidebar.

Click on the Manage Policy Tab on the sidebar

3. Go to Manage Activated Devices section.

4. Click on the delete icon present on the right corner to delete the required device same.

Click on the delete icon present on the right corner to delete the required device same

5. You have successfully deleted the device.

You have successfully deleted the device Laptop

3. Using Mobile Application:

1. Open the kavach application on your Android/IOS mobile device.

Open the kavach application on your Android and IOS mobile device

2. Click on the Manage Policy Tab on the sidebar.

Manage Policy Tab on the sidebar

3. Go to Manage Activated Devices section.

4. Click on the delete icon present on the right corner to delete the required device.

Click on the delete icon present on the right corner to delete the required device

5. You have successfully deleted the device.

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