Electronic Mail and Classification - S-1 Procedural Page

Role and responsibility

The action officer drafts official email per SECNAV M-5216.5SECNAV M-5216.5 Chapter 9 (Electronic Mail). The S-1 officer reviews format compliance and classification marking before significant emails go out under the unit name. The unit security manager reviews classification per DODM 5200.01 Volume 2. The unit privacy officer reviews PII content per the Privacy Act and SECNAVINST 5211.5F. The commander or designated email release authority approves emails representing the unit position to higher headquarters or external entities. The S-1 chief retains official email per the records schedule.

Source documents flow from the inbound action, the unit talking points, the classified or unclassified content, the recipient identification (DoD network, government network, or external), and the network selection (NIPR for unclassified, SIPR for classified). Email outputs include the formatted official email with the proper SUBJ line, the classification marking, the DoD digital signature, the unit signature block, the retained email per SECNAV M 5210.1 records retention, the OMPF Field Folder copy when the email affects an individual Marine, and the audit trail.

Per SECNAV M-5216.5 Chapter 9, official email serves as a recognized correspondence format for DON official communication. Email carries the same records retention obligations as paper correspondence. Classified email routes only over the appropriately classified network (SIPR for SECRET-level, JWICS for higher).

Trigger events

• Outbound official email representing the unit position.
• Email with classified content routing to a DoD recipient.
• Email response to inbound official correspondence.
• Email coordinating action with another DoD activity.
• Email containing PII triggering Privacy Act handling.
• Inbound email triggering records retention obligation.
• Annual review of unit email retention.
• DoD email policy update issuance.

Processing workflow

1. Confirm recipient eligibility. The recipient runs through a DoD or DON email address (.mil or .gov.mil) when the email is official correspondence. External recipients route through the unit public affairs or the formal correspondence chain.
2. Select the network. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 9, classification drives the network selection. Unclassified email routes through NIPR. SECRET-level classified email routes through SIPR.
3. Apply the SUBJ line. The SUBJ line states the subject. Classified emails carry the classification marking in the SUBJ line (e.g., (U), (CUI), (S)).
4. Apply the proper DoD digital signature block. Per DoD email policy, official email applies a Common Access Card (CAC) digital signature.
5. Coordinate classification marking. Per DODM 5200.01 Volume 2 (Marking of Classified Information), the email carries portion markings and overall classification marking.
6. Handle PII. Per 5 U.S.C. 552a (Privacy Act) and SECNAVINST 5211.5F, PII in the body or attachments routes through the appropriate Privacy Act handling. The unit privacy officer reviews.
7. Apply the email signature block. The signature block reflects the sender's name, rank, title, organization, and contact information per command policy.
8. Run classification review. The security manager reviews classification before significant or sensitive emails release.
9. File official email. Per SECNAV M 5210.1 and MCO 5210.11F, official email retains per the SSIC retention schedule.
10. Retain forwarding chain. The forwarding chain preserves the record of routing for audit purposes.

Systems of record and forms

Systems

• NIPR email system (unclassified DoD). Per DODI 8170.01.
• SIPR email system (SECRET-level classified). Per DODM 5200.01.
• Unit Records System. Holds retained official email per SECNAV M 5210.1 and MCO 5210.11F.
• Unit Privacy Officer Records. Reviews PII content.
• Unit Security Manager Records. Reviews classification.

Forms

• Official Email Format. Per SECNAV M-5216.5 Chapter 9.
• Email Signature Block. Per command policy and MCO 5216.20BMCO 5216.20.
• Classification Marking. Per DODM 5200.01 Volume 2.
• Privacy Act Disclosure Statement. Per 5 U.S.C. 552a and SECNAVINST 5211.5F.

Common pitfalls

• Classified content sent over NIPR. Per SECNAV M-5216.5SECNAV M-5216.5 Chapter 9 and DODM 5200.01, classified content routes only over the appropriate classified network.
• Classification marking missing on classified email. Per DODM 5200.01 Volume 2, the email carries portion markings and overall classification.
• PII in email without Privacy Act handling. Per 5 U.S.C. 552a and SECNAVINST 5211.5F, PII routes through the appropriate handling channel.
• DoD digital signature missing on official email. Per DoD email policy, the CAC digital signature authenticates the email.
• Official email not retained per the records schedule. Per SECNAV M 5210.1, official email retains per the SSIC schedule.
• Email used where naval letter format applies. Per SECNAV M-5216.5, formal external correspondence routes through naval letter. Email runs faster but does not replace formal correspondence for policy-level subjects.
• Forwarding chain stripped without retention. The forwarding chain preserves the record of routing.
• Email signature block missing or wrong. Per command policy, the signature block reflects the sender clearly.

Decision points

• NIPR versus SIPR. Per Chapter 9 and DODM 5200.01, the classification drives the network. Unclassified routes NIPR. SECRET routes SIPR. TOP SECRET routes JWICS.
• Email versus naval letter. Per Chapters 1 and 9, formal external correspondence to Federal agencies on policy or substance routes through naval letter. Routine coordination routes through email.
• PII handling. Per the Privacy Act and SECNAVINST 5211.5F, PII routes through the unit privacy officer. Encryption applies when transmitting PII.
• Classification level. Per DODM 5200.01 Volume 1 and the security manager, the content classification drives the marking.

Authority

This sub-page sits under SECNAV M-5216.5SECNAV M-5216.5 Chapter 9 (Electronic Mail) with Chapter 7 (SSIC) and Chapter 8 (Signing and Authenticating) cross-referenced. MCO 5216.20BMCO 5216.20 applies Marine Corps-specific signature block rules. DODI 8170.01 covers DoD online information management and electronic messaging. DODM 5200.01 Volumes 1 and 2 cover classification framework and marking. SECNAVINST 5510.36C covers DON Information Security Program. 5 U.S.C. 552a (Privacy Act) and SECNAVINST 5211.5FSECNAVINST 5211.5F cover Privacy Act handling. SECNAV M 5210.1 and MCO 5210.11FMCO 5210.11F cover records retention.

Related references

• SECNAV M-5216.5 Chapter 9. Electronic mail framework.
• MCO 5216.20B. Marine Corps supplement.
• DODI 8170.01. Online information management.
• DODM 5200.01 Volumes 1 and 2. Information Security and Marking.
• SECNAVINST 5510.36C. DON Information Security.
• 5 U.S.C. 552a and SECNAVINST 5211.5F. Privacy Act handling.
• SECNAV M 5210.1 and MCO 5210.11F. Records retention.