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(U//FOUO) Guest Editorial: Signature Blocks and Network Minimize
Status
FROM:
CES Staff (S31091)
Run Date: 03/18/2004
FROM:
CES Staff (S31091)
(U//FOUO) Agency policy from CIO requires that all electronic mail have signature blocks
identifying the sender. This is documented in CIO-025-2001 dated 12 June 2001 . At a
minimum, your signature block should contain your name and organization, with the
organization description being unclassified. Other locator and identification information is always
welcome. This is a convenience for the recipient if he/she needs to know a little more about you.
There are several examples in the referenced SPF.
(U//FOUO) If you are on an NT , you can set up a signature file to be automatically added to
your emails.
Click on help,
Click Microsoft Outlook Help,
Click Answer Wizard, then search on "signature"
Click on the first returned item "Create a signature for messages."
Step by step instructions will take you through the process.
(U//FOUO) If you are on a UNIX machine , see this webpage for instructions for setting up
your email signature block:
(U//FOUO) The CIO policy does not specify anything about graphics being included in your
signature block, but there is a network minimize in effect that restricts the sending of
attachments that are not absolutely necessary to the conduct of official Agency business.
Therefore, it just doesn't make sense to clog up the Agency communications systems with
graphic packages in your signature block, or even worse, extraneous attachments that serve no
operational purpose. Some emails have JPG and other attachments with pictures tagging along
that simply take up room in our cyberspace.
(U//FOUO) One such attachment that has been seen is about 5.5kb in size. This could easily add
72mb to the Agency infrastructure in a year with that file going to only one recipient of each
mail. Then multiply that by all the cc's on the mails, forwards, etc. and you're taking up one
heck of a lot of space for nothing. Likewise, if those messages are saved in your personal files,
those attachments are taking up file space.
(U//FOUO) Many thanks to
Chief, CES Desktop and Infrastructure Services,
S31521, for his help in working out the details of the extraneous attachments and for providing
the websites for creating the UNIX signature blocks and the policy SPF.
(U//FOUO) Note from SIGINT Communications: If you have an editorial to submit , please
contact us!
"(U//FOUO) SIDtoday articles may not be republished or reposted outside NSANet
without the consent of S0121 (DL sid_comms)."
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DERIVED FROM: NSA/CSSM 1-52, DATED 08 JAN 2007 DECLASSIFY ON: 20320108