Your agency's email system must meet specific requirements to protect CJI.

Outline for the article

• Hook and context: Why emailing Criminal Justice Information (CJI) is handled with care.

• Core requirement explained: Your agency’s email system must meet specific requirements.

• What those requirements typically look like in practice:

• Encryption (in transit and at rest)

• Access controls and authentication (MFA, least privilege)

• Auditing, logging, and retention

• Data loss prevention and secure transmission safeguards

• Endpoint security and policy adherence

• Why these safeguards matter: confidentiality, integrity, availability; trust in operations.

• Practical steps for agencies:

• Map data flows and classify CJI in email

• Implement encryption and restricted access

• Enforce controls on recipients and forwarding

• Maintain logs and run drills

• Engage with CJIS guidance and internal security teams

• Real-world outcomes: reducing risk, protecting privacy, supporting reliable investigations.

• Close with a resonant takeaway and a gentle nudge to action.

article: Emailing CJI: what’s really required and why it matters

When you’re dealing with Criminal Justice Information, the mailbox stops being a routine convenience and becomes a frontline security checkpoint. CJI isn’t just data; it’s sensitive material that, if mishandled, can ripple through people’s lives and investigations. That’s why the rule isn’t about whether you can send an email to someone with CJI in the subject line. The rule is much more concrete: your agency’s email system must meet specific requirements. It sounds simple on the surface, but the implications run deep.

Here’s the thing: security isn’t about one magical setting. It’s about a framework. A framework that layers encryption, access controls, monitoring, and clear guidelines so that information stays confidential, intact, and available to the right people when it’s needed. In practice, that means your email system must be designed and operated in ways that reduce the chance of exposure or leakage. Think of it as keeping a high-security door on a sensitive room—locks, alarms, audits, and a policy that makes sense to everyone who touches the data.

What do those “specific requirements” look like in everyday terms? Let’s break it down into pieces you can scan quickly, then we’ll connect the dots with the bigger picture.

• Encryption that guards data as it travels and when it rests

Email travels across networks, and that journey can be noisy with potential eavesdroppers. The baseline is encryption in transit—think Transport Layer Security (TLS)—so that messages aren’t readable while they’re being delivered. The more protective option—end-to-end encryption via standards like S/MIME or PGP—adds another shield, so even if someone intercepts the traffic, the content stays readable only to the intended recipient. Not every agency requires end-to-end encryption by default, but many CJIS-adherent environments mandate robust in-transit protection and controlled handling of encrypted payloads.

• Strong access controls and authentication

If you’re opening doors, you’d better use strong keys. This means multi-factor authentication for email access, strict access control policies (least privilege so people see only what they need), and regular review of who has CJI access. It’s not just about preventing external hacks; it’s about preventing internal mishaps—like someone forwarding a sensitive message to a non-authorized account by accident.

• Logging, auditing, and retention

You can’t manage what you can’t measure. The system should record who accessed or sent CJI, when, from where, and whether the action followed policy. Retention policies ensure that logs and relevant communications are preserved for the appropriate window and disposed of properly when they’re no longer needed. In the CJIS framework, logs aren’t decorative; they’re essential for investigations, compliance reviews, and incident response.

• Data loss prevention and secure transmission safeguards

DLP tools help prevent sensitive material from slipping to the wrong recipients. This includes rules that catch PII and CJI in the body or attachments and alert or block the sending action. Secure transmission safeguards—gateway controls, email encryption, and authenticated channels—keep data out of the wrong hands even if a message is sent to an unintended recipient.

• Endpoint security and device management

The devices used to access CJI via email should be kept in a trusted state. That means patched software, antivirus protection, and policy-driven controls on mobile devices and desktops. If a device is compromised, the risk doesn’t stay on that device; it can spread to emails containing CJI.

• Compliance with CJIS Security Policy and ongoing oversight

The CJIS Security Policy isn’t a one-and-done checklist. It’s a living framework that guides security planning, training, risk assessment, and incident handling. Agencies need to demonstrate ongoing compliance through reviews, updates, and collaboration with CJIS authorities and internal security teams.

Why these safeguards matter (and what can go wrong if they’re lax)

CJI is at the nexus of privacy rights and public safety. When email channels aren’t properly secured, a few bad outcomes can follow:

• Unauthorized access to sensitive records, compromising the identities and safety of individuals involved.

• Data integrity problems, where a message or attachment could be altered in transit.

• Loss of trust within the system—investigations, court communications, and interagency cooperation depend on dependable, confidential exchanges.

• Regulatory and legal consequences for agencies if required controls aren’t in place or are poorly implemented.

That’s not to scare people; it’s to underscore the practical reason behind the rule. A tightly configured email ecosystem isn’t a luxury; it’s a public-service obligation.

Practical steps agencies can take to align with the requirement

If you’re part of an agency, here are straightforward, actionable steps to bring your email environment into alignment with CJIS expectations. These aren’t magical changes; they’re methodical improvements that fit into real-world workflows.

• Start with data mapping

Identify what kinds of CJI travel through your email system. Create a simple map: what data types, which recipients, what purposes, and what retention periods. This helps you see where encryption and controls are most critical and where you may need added safeguards.

• Enable encryption as a default

Ensure that all messages containing or likely to contain CJI are encrypted in transit. If your policy supports end-to-end encryption for certain communications, implement it for those channels and ensure the recipient side can decrypt securely. Don’t rely on “in theory” protections; verify that encryption is active and tested.

• Enforce strong authentication

Roll out multi-factor authentication for all users with access to CJI, and review who has that access regularly. Establish a clear process for onboarding and deprovisioning so that someone who leaves or changes roles doesn’t retain unnecessary reach into sensitive communications.

• Tighten recipient controls

Implement rules that prevent auto-forwarding to external accounts or require additional verification for outbound messages containing CJI. Use recipient allowlists when possible and monitor for any unusual forwarding activity.

• Put DLP and content rules in place

Use data loss prevention rules to flag or block messages that include CJI in attachments or body content when sent to non-authorized domains or individuals. Pair these with user-friendly warnings or prompts that guide proper handling.

• Strengthen logging and incident readiness

Make sure email access, send/receive events, and policy actions are logged with sufficient detail for audits. Establish an incident response plan that covers email-borne risks, including notification criteria, containment steps, and recovery timelines. Practice those drills so the team isn’t caught flat-footed.

• Keep devices under governance

Ensure endpoints—phones, laptops, tablets—are enrolled in a security program, with enforceable configuration policies, encryption, and remote wipe capabilities if a device is lost or stolen. A secure channel is only as strong as the device you’re using.

• Collaborate and review regularly

CJIS requirements evolve, and so do threats. Schedule periodic reviews with IT security, legal/compliance teams, and frontline users to confirm policy alignment, test controls, and adjust workflows as needed.

A few practical notes from the field

• It’s tempting to think, “We’ll fix this later.” In the CJIS world, later isn’t a magic cure. Security is built in layers, and gaps can create exposure that’s hard to remediate after the fact.

• Training matters. Even the best technical controls can be undermined by simple mistakes. Regular, clear training about what should and should not be sent via email helps keep everyone aligned.

• Documentation is your friend. When you can point to a policy, a procedure, and a log of audits, you’re better positioned to show compliance in real terms, not just in theory.

Real-world outcomes when the rule is taken seriously

When agencies take these requirements seriously, you see more than compliance numbers moving upward. You witness a steadier flow of information between departments, fewer accidental disclosures, and a sharper sense of accountability. Investigators can rely on the fact that communications containing CJI remain protected and authentic, which supports quicker, more accurate outcomes in critical moments.

Closing thoughts: the quiet power of a secure email environment

The mandate that your agency’s email system meet specific requirements isn’t a bureaucratic hurdle; it’s a practical safeguard. It’s about giving people doing the hard work of justice the confidence that their communications won’t be compromised by a sloppy email setup. It’s about preserving privacy for individuals and preserving the integrity of investigations for the public good.

If you’re part of an agency navigating this landscape, the path is clear, and it’s steady. Start with a honest map of data flows, layer in strong protections, and keep the conversation open across IT, security, and field teams. The goal isn’t perfection overnight; it’s reliable, accountable protection for every message that travels through the CJIS-connected world.

In the end, the rule boils down to this: your agency’s email system must meet specific requirements. That sentence isn’t a distant policy note; it’s a practical, daily commitment to safeguarding some of the most sensitive information in our justice system. It’s a standard that keeps trust intact and operations resilient, one encrypted message at a time.