UOPD employees can send encrypted emails to comply with FBI CJIS policy. While some rules are in place on the Exchange server and Barracuda Email Security Gateway, it is still the user's responsibility to ensure that any information leaving UOPD's secure network is handled in a secure manner and not rely on automation that is in place.
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If you need to send screenshots of sensitive information or attachments containing CJI you should use the encryption function. The recipient(s) will receive the attachments in the secure message portal. |
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CJIS Security Policy v5.6, Section 4.1 – Criminal Justice Information (CJI) |
Send encrypted email via Outlook 2013 or 2016
To send an encrypted email via Outlook followed the instructions below:
- Click New Email to begin a new message
- Type your message as usual
- Before you click Send, click the Encrypt Message button in the upper right corner of the Office ribbon at the top of the message window
- The Encrypt Message option will darken to show it's selected
- Click Send and your message will be delivered to the recipient(s)
- Recipients will receive a message that looks like the one below
- The recipient(s) need to click on the secure link in the message and they will be presented with a login screen. If they have logged in before they need to use their login information they previously set up. If they have not logged in before they will be presented with an option to create a password.
- Click Sign In and the secure message will be displayed
- The recipient can reply to the secure message by clicking Reply or Reply To All, typing their message, and clicking Send
- Continue to use this method to communicate back and forth with the recipient or sender as long as confidential or sensitive information is being exchanged and falls under the CJIS policy.
If you are unclear about what constitutes as CJI (Criminal Justice Information) or PII (Personal Identifiable Information) please contact FASS IT before sending a message and we can help review the contents to determine the type of data that is being sent.
Send encypted email via Outlook on the Web (OWA)
Sending an encrypted message via OWA is similar, but there is no Encrypt Message button.
- Create a new message in OWA by clicking New mail
- In the new message window add your recipient(s) and message
- Before you click SEND at the top of the window, type "encryptme" anywhere in the subject line or message body
- This will trigger the encryption service without having the Outlook plugin that is only available in the desktop client.
Please contact fassit@uoregon.edu if you need any assistance or have any questions.
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