Policy Text
Page 1 of 2 10/16 (NEW 1/19)
Email Signature Block Policy
I. Policy Statement
A. The Sheriff’s Department provi des computers and communicatio n
systems (telephone, voice mail and electronic mail, all central ized and
remote computer systems and the local/wide area networks) to al l
department personnel in their day-to-day work-related tasks. A ll
departmental personnel using departmental e mail system shall do so
within the same context and with t he same limitations as if the y were using
official letterhead stationery . All email correspondences are treated as a
formal form of communication and standard email signatures are required.
This extends to all email commu nications whether internal or ex ternal.
II. Minimum Signature Block Requirements
A. The email signature block shal l contain the following inform ation to identify
the sender and give the parties receiving the message enough in formation
to reply by letter, phone, fax or email as needed. It is under stood that not
all employees need to provide th e same degree of contact inform ation; if
an item is not marked opti onal, then it is required
Your Title/Rank, Your Name
Your Division or Office
Sacramento County Sheriff’s Office Phone: (916) xxx-xxx Cell: (916) xxx-xxxx (Cell is Optional) Fax: (916) xxx-xxxx (FAX is optional) Your SacSheriff email address www.sacsheriff.com
"Service with Concern"
III. Email Forma tting Requirements
A. Never include an image of y our actual signature; it could be used to sign
your name to documents or other fraudulent usage.
Page 2 of 2 10/16 (NEW 1/19) B. Including a quote or motto a s part of the si gnature block is not allowed.
C. Setting a stationery backgr ound or style is not allowed.
IV. Requirements for Confi dential or Sensitive Emails
A. Criminal Justice Information (CJI) refers to but is not limi ted to biometric,
identity history, biographic, pr operty and case/incident histor y data used
by law enforcement and civil ag encies to perform our mission. All CJI is
considered confidential.
B. CJI access is limited to thos e who have a “Right to Know” an d a “Need to
Know.” Sharing information with other agencies or entities via email is
authorized if the other agency is a n authorized recipient of su ch
information.
C. Emails containing confidentia l or sensitive information must include the
following disclosure information as part of the signature block .
CONFIDENTIALITY NOTICE : This email and any attachments thereto
may contain private, confidentia l, and privileged material for the sole use
of the intended recipient. Any rev iew, copying, or distribution of this email
(or any attachments thereto) b y other than the Sacramento Count y
Sheriff’s Department or the int ended recipient is strictly proh ibited. If you
are not the intended recipient, p lease contact the sender immed iately and
permanently delete the original and any copies of this email an d any
attachments thereto.
Related Orders: Computer Use
References: FBI CJIS Security Poli cy v5.4 Section 4.1-2