email policy - Version 2 April 2008 E-MAIL ELECTRONIC...

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Version 2 - April 2008 E-MAIL, ELECTRONIC MESSAGING AND INTERNET POLICY Approved by: Damian Roberts Implemented with effect from: 1 st June 2008. Contents E-MAIL, ELECTRONIC MESSAGING AND INTERNET POLICY ....................................... 2 1. INTRODUCTION ......................................................................................................... 2 2. MONITORING AND SANCTIONS .............................................................................. 2 3. RESPONSIBILITIES ................................................................................................... 3 4. UNACCEPTABLE USE OF INTERNET AND E-MAIL ............................................... 3 4.4. General Standards ........................................................................................... 3 4.5. E-Mail Standards .............................................................................................. 4 4.6. Internet Standards ............................................................................................ 5 5. PERSONAL USE ........................................................................................................ 5 GUIDANCE AND BEST PRACTICE ..................................................................................... 7 1. INTRODUCTION ......................................................................................................... 7 2. PROTOCOL FOR E-MAIL .......................................................................................... 7 3. PROTOCOL FOR THE INTERNET ............................................................................ 7 4. EMPLOYEES WITHOUT E-MAIL .............................................................................. 8 5. LEGAL ISSUES .......................................................................................................... 8 5.3. Information Governance ................................................................................... 8 6. UNACCEPTABLE USE .............................................................................................. 9 7. SECURITY AND DATA PROTECTION ...................................................................... 9 E-Mail, Electronic Messaging and Internet Policy. Version 2 – April 2008 1
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Version 2 - April 2008 E-MAIL, ELECTRONIC MESSAGING AND INTERNET POLICY 1. INTRODUCTION 1.1. E-mail and the Internet are essential business tools for communication, obtaining and sharing information. Throughout this document all references to e-mail will mean electronic email, SMS messaging (“Short Messaging Service” - text messaging via a mobile phone), instant messaging, electronic posting on website, RSS feeds (Really Simple Syndication – automatic sending or receiving of updates to or from web pages), and all other methods of electronic messaging exchange. For the purposes of this document the term “internet” includes use of the Council’s internal network (intranet). 1.2. Although this policy specifically targets use of e-mails, messaging and internet services – the principles herein apply to the use of all Council ICT infrastructure and services. 1.3. This policy aims to clarify the standards expected of all users in order to: - prevent misuse of Internet and e-mail; - ensure that Internet and e-mail use complies with Council polices and the law; - protect the Council’s data, systems and equipment; - encourage use that supports the business goals and objectives of the Council. 1.4. This policy applies to all users of the Council’s e-mail and Internet systems, including employees, elected Members, agency workers, consultants and workers from partner organisations. It also applies regardless of work location and type of computer, laptop, tablet, PDA or other mobile device being used and therefore includes those working from home. 1.5. The Council considers this policy to be extremely important. If your use of e-mail or internet breaches the standards set out in this policy, disciplinary action may be taken which under certain circumstances could lead to your dismissal. You should also be aware that improper use of e-mail or the Internet can result in either you and/or the Council incurring civil or criminal liability. The Council also reserves the right to report suspected illegal activities to the appropriate authorities, including the police.
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