16.3 Electronic Messaging (AFH-1 Section 15F)

16.3 Electronic Messaging (AFH-1 Section 15F)

Quick Answer: Section 15F is B for SSgt and C for TSgt (15 February 2025 ADTC). Follow six e-mail rules, lead with the most important information, and never write in all capitals. Government systems are for official use and limited authorized personal use and are monitored. Mark Privacy Act traffic with an official need, authorized addressees, a Controlled unclassified information subject prefix, and the Privacy Act statement only when personal information is actually in the message. Do not put classified, CUI, or other official DoD information on social networks or non-DoD e-mail.

ADTC: B for SSgt, C for TSgt

This is the 15D–15F split. SSgt is B (name the rules). TSgt is C (apply them to an inbox, a Privacy Act attachment, or a public post).

E-mail etiquette (15.32)

AFH 1 defines e-mail as the electronic transmission of information over computer-based messaging systems. Guidelines apply to all members.

Rule 1: Be clear and concise. Subject line states the purpose. Lead with the most important information. Restate a question at the top if answering one. Topic sentences for multi-paragraph messages. Bold, italic, or color may emphasize. Fonts 12 point or larger when possible.

Rule 2: Watch your tone. Be polite. Humor, irony, and sarcasm land harsher without nonverbal cues. All CAPITAL letters are the e-mail equivalent of shouting and are considered rude. E-mail forwards easily. Harassing, intimidating, abusive, or offensive material is unacceptable.

Rule 3: Be selective about what message you send. Do not put controversial, sensitive, classified, personal, Privacy Act, or special-handling CUI on ordinary e-mail. Even unclassified information, aggregated, can create OPSEC problems. No junk mail, chain letters, or personal ads.

Rule 4: Be selective about who gets your message. Reply to specific addressees. Use reply-all sparingly. Get permission before large mail groups. Double-check global-list addresses — similar last names are a common miss.

Rule 5: Check attachments and support material. Attach the attachments before sending. Cite quotes, references, and sources under copyright and license rules.

Rule 6: Keep e-mail under control. Lock or sign off when you leave the workstation. Use mailing lists, read and delete daily, file record copies in an approved system, send courtesy replies on important traffic, and set an auto-reply when away.

SSgt testers should name each rule. TSgt testers should apply several at once.

Official versus unofficial use of government systems (15.33)

Government-provided messaging systems are for official use and limited authorized personal use only. They are subject to monitoring, interception, search, and seizure. You may be held responsible for content and must follow records management rules. Messages may be subject to FOIA, litigation, and court orders. Do not auto-forward .mil messages to a commercial ISP. Do not indiscriminately release electronic messaging addresses to the public.

Public key infrastructure and common access cards support identity management: digital signature and encryption. The Defense Message System is the core messaging system of record; organizational SMTP mailboxes may be used unless DMS is required for combatant command responsibilities.

Official use is government business. Limited authorized personal use is still monitored. Unofficial commercial accounts are not a workaround for official traffic.

Privacy Act information

The Privacy Act of 1974 requires agencies to safeguard records and protect individuals against invasion of personal privacy. Exercise caution before e-mailing personal information. When information is sensitive and personal, e-mail is not the proper way to transmit it. Inside DoD, require an official need and addressees authorized under the Privacy Act. Put Controlled unclassified information at the start of the subject line, then the subject. Begin the body with: This e-mail contains controlled unclassified information which must be protected under The Privacy Act and AFI 33-332. Do not apply that statement indiscriminately — only when personal information is actually in the message. Over-labeling every e-mail is a TSgt-level miss.

The internet (15.34) — official use, limited personal use, prohibited use

The web obtains and disseminates information worldwide. Content must follow information-management policy. Within acceptable risk, the USAF goal is access for official business.

Appropriate use. Government-provided hardware and software are for official use and limited authorized personal use only. Limited personal use must be of reasonable duration and frequency, approved by the supervisor, and must not adversely affect official duties, not overburden systems, and not reflect adversely on the USAF or DoD. All five conditions travel together. Supervisor approval alone is not enough.

Inappropriate use can bring adverse administrative or disciplinary action. Prohibited: unauthorized personal use; chain letters, unofficial soliciting, or selling except on authorized internet-based capabilities; prohibited content (pornography, sexually explicit or oriented material, nudity, hate speech or ridicule of others, gambling, illegal weapons, militancy/extremist or terrorist activity, personal gain, and other illegal or inappropriate content); classified processing on unapproved systems; copyright violations (ask the Staff Judge Advocate on fair use); using another's account or identity; tampering with another user's files; circumventing security; unlicensed software; letting an unauthorized individual onto a government system; changing the network OS or configuration without written system-administrator permission; posting CUI, critical information, or PII on public sites; and installing freeware/shareware without designated accrediting authority approval. Study the 15 February 2025 phrasing hate speech or ridicule of others.

Protect systems from malicious logic (virus, worm, Trojan horse). Scan approved removable media if scans are not automated. Report suspected abnormalities to the organizational information assurance officer. On government resources in an authorized personal or unofficial capacity, follow AFI 10-701 OPSEC and do not represent official USAF or DoD positions.

Social media, OPSEC, and official versus unofficial posting

Additional social-media guidance is in DAFH 33-337, The Tongue and Quill, and DAFI 35-101, Public Affairs. Friends and followers may affect background investigations and periodic reinvestigations.

Operations security is vital. Social media magnifies OPSEC lapses. Classified, controlled unclassified information, and other official DoD information and documents are prohibited from social networking services and from non-DoD e-mail accounts without proper authority. Official traffic stays on official systems. Unofficial accounts are not a second staff package. Even unclassified scraps can become a problem when aggregated (Rule 3). SSgt testers should recall the prohibition; TSgt testers should apply it before they click send.