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Email classification

Email message classification tags each email sent with one of three classifications - Restricted, Controlled or Public. The classification should be chosen by you depending on the content of the email.


If you do not manually set a classification then a default classification will be applied to the message depending on the email address you are sending from.

If you are sending from an @derbyshire.gov.uk your email will be classified by default as Controlled.

If you are sending from an @ArtsDerbyshire.org.uk your email will be classified by default as Public.

These default settings may not always be appropriate so make sure to select the correct classification.

You can set your message classification by simply selecting the appropriate option from a drop down list in each new email.

Message classification can only be selected in Microsoft Outlook 2010 and Outlook Web Access (OWA). It is not available in earlier versions of the Microsoft Office products.

Choosing your message classification

Here's an overview of the classification system and examples of some of the information that falls into each category.

Restricted

Information which, if disclosed (even within the authority) would cause serious damage in terms of financial loss, legal action or loss of reputation.

For example, adoption records, child protection records, disciplinary records, social care files with local restrictions, trading standards court proceedings.

Controlled

Information that is generally available to anyone in a certain area of the authority and which contains business value to the organisation or requires protection due to personal data.

For example, social care information not in restricted, business continuity plans, IT procedures, personnel files, contract, council exempt papers, commercially sensitive files.

Public

Information that can be made freely available in the public domain and would not cause damage or harm if released.

For example, office opening times, business numbers, press releases, policies and procedures, forms, statistics and performance indicators, employment information, trading standards judgements.

How to select your message classification

Message classification can be simply selected from a drop-down menu in a new email.

In Outlook 2010:

  • create a new email in your usual manner
  • select the 'Options' ribbon bar
  • click on the 'Permissions' drop down menu
  • select the required classification

When the category is selected, a description is displayed in the email to help you pick the correct choice of category

Complete and send the email in the usual way.

Outlook Web Access (OWA)

The process for selecting a category in OWA is slightly different:

  • create a new email in OWA
  • click on the permission button drop down list and select the desired classification

When the category is selected, a description is displayed in the email to help you pick the correct choice of category.

Complete and send your email in the usual manner.

For a visual, step by step guide to email classification please see the document attached to this page.