COMDTINST 5270.1D
APR 23 1998
c.
E-mail Federal Records. Federal record E-mail must be maintained just like any other
Federal Record. See reference (e) for retention requirements and disposition
schedules.
d.
Correspondence via E-mail. Coast Guard organizational E-mail is the most cost
effective and preferred method to deliver official intra-Coast Guard memos and
letters. When organizational E-mail is used to send correspondence, including
memos, letters, or messages, it should be sent with a return receipt requested in order
to verify that delivery occurred. A signed paper copy of electronically delivered
correspondence must be retained on file at the point of origin.
e.
Classified Information. Classified information and record messages may only be
transmitted via systems accredited for processing classified information, operating at
the appropriate security classification level. Inadvertent transmission of classified
information shall be reported in accordance with COMDTINST 5510.21 "Information
Security Program". Contact the ADP Security Officer or System Administrator, if you
are not sure of your network or E-mail system's security level.
f.
Encrypt For Transmission Only (EFTO). The EFTO caveat mandates encryption over
Wide Area Networks (WANs) and is only applied to record messages. EFTO
messages can only be transferred via normal record message channels. It is
unauthorized to transfer EFTO marked messages via the INTERNET, dial up
unencrypted circuits, File Transfer Protocol (FTP), or via any unencrypted method.
g.
For Official Use Only (FOUO) and Sensitive But Unclassified (SBU) Information.
Record messages, correspondence, and information that is unclassified may have
markings requiring additional handling or transmission safeguards (e.g. FOUO, SBU).
The For Official Use Only (FOUO) caveat is applied to information that for various
reasons may be withheld and protected from public release. E-mail messages
containing personnel sensitive, privacy act data, source sensitive and proprietary
information shall be plainly marked as FOUO or sensitive to ensure proper handling.
It is unauthorized to transfer FOUO and SBU information over the INTERNET or to
post such designated information on INTERNET web sites. The Coast Guard Data
Network Plus (CGDN+), Coast Guard Data Network (CGDN), and the INTRANET
are authorized for transmission of and posting of FOUO and SBU designated
information. These are considered private Coast Guard owned networks and provide
protection from outside access.
h.
Auto Forwarding of Electronic Mail over the Internet. The Auto-Forwarding feature
in E-mail applications shall not be used to forward E-mail over circuits such as the
INTERNET or to INTERNET addresses. This will ensure appropriate protection of
information marked FOUO, E F T O, and SBU. Users may manually forward E-mail
providing they review the contents and comply with the restrictions in paragraph 6f.
and 6g above.
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