COMDTINST 5270.1D
APR 23 1998
5.
DISCUSSION.
a.
Disclosure Risk. E-mail affords no user privacy! Originators must remember that
E-mail is not afforded the same status of inviolability given to record messages and
hence can be forwarded to recipients not necessarily intended by the originator.
b.
Monitoring. The Coast Guard will monitor E-mail to identify usage patterns and/or
abuse.
c.
Federal Records. E-mail made or received by the Coast Guard in connection with
organization, functions, policies, procedures, operations, or other Government
activities is considered a Federal record. By law, the Coast Guard is required to
maintain these Federal records. Refer to reference (e) for Federal record examples,
retention and disposition schedules. A new edition of reference (e) is currently under
development to better reflect management of both paper and electronic records.
However, the disposition and retention schedules will not change.
d.
Freedom of Information Act (FOIA). E-mail is included as a form of agency records
under FOIA. Therefore the Coast Guard is obligated to include E-mail in its search of
responsive records to any FOIA request.
e.
Organizational E-mail. Organizational E-mail is defined as E-mail between
organizational elements that requires approval by officials with signature authority.
f.
Individual E-mail. This category comprises E-mail communications between
individuals. Individual E-mail can be referenced in correspondence, record messages,
or organizational E-mail. Individual E-mail is not approved to promulgate policy.
6.
POLICY.
a.
The Telecommunications and Information Systems Command (TISCOM) will
promulgate guidance and procedures related to SWIII E-mail application
configurations and operations, for example: User-name standards;
Management/configuration of E-mail servers and applications; E-mail site naming
conventions; E-mail threats and countermeasures; Global Address List (GAL)
conventions; E-mail size limitations.
b.
Use of Electronic Mail. Individual E-mail use is subject to the same official Coast
Guard business constraints as the postal and telephone services. Misuse or abuse can
be addressed under the Uniform Code of Military Justice for military personnel, or
COMDTINST 12750 for civilian employees. Personnel shall ensure that their use of
E-mail supports Coast Guard mission objectives or is beneficial to the health, safety or
welfare of the personnel within the organization.
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