Email Encryption (UOPD)

Owned by Bill Anderson
Last updated: Jan 23, 2024
2 min read

UOPD employees can send encrypted emails to comply with FBI CJIS policy. While some rules are in place on the Exchange server, 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.



Encrypting Attachments

If you need to send screenshots of sensitive information or attachments containing CJI or PII you should use the encryption function. The recipient(s) will receive the attachments in the secure message portal.



CJIS Policy Information

CJIS Security Policy v5.x, Section 4.1 – Criminal Justice Information (CJI)
CJIS Security Policy v5.x, Section 4.3 – Personally Identifiable Information (PII)
Transmissions of CJI by facsimile (Section 5.10.2) are exempt from encryption requirements if sent to a physically secure location (i.e., another criminal justice agency, court, prosecutor, etc.) as long as the recipient is eligible to receive CJI.

Send encrypted email via Outlook

To send an encrypted email via Outlook followed the instructions below:

  1. Click New Email to begin a new message

  2. Click Pop-out to move your message to a new window and type your message as usual

  3. Before you click Send, click Options → Encrypt and select the option you want to use

  4. The message will change to show that it is being encrypted

  5. Click Send and your message will be delivered to the recipient(s)

  6. Recipients will receive a message that can only be opened by the intended recipient.

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.

Alternative Encryption Option

  1. Simply type "encrypt" in the subject line of any outgoing email and Exchange will encrypt the message automatically.

Please contact fassit@uoregon.edu if you need any assistance or have any questions.