BSO Email Policy

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Questions and Answers

What is the primary purpose of the BSO E-mail policy?

To protect confidential information

To restrict E-mail use to only desktop applications

To provide guidance and direction to BSO employees using the E-mail system (correct)

To supersede state or federal laws regarding confidentiality

What is a consequence of violating the BSO E-mail policy?

A temporary ban on using the internet

Revocation of BSO E-mail privileges, suspension, termination, and/or criminal prosecution (correct)

A mandatory training on E-mail etiquette

A warning from the supervisor

What type of information is exempt from public disclosure under Florida law?

Criminal investigations and personnel information

BSO employee personal emails

Juvenile information and medical history

Ongoing criminal investigations, juvenile information, and medical history (correct)

Who retains the right to view employees’ E-mail?

BSO management only Signup and view all the answers

What is considered the property of BSO?

E-mail created or received on a BSO computer or transmitted via BSO computer Signup and view all the answers

What should employees do when sending confidential information via E-mail?

Mark the E-mail as confidential and/or privileged Signup and view all the answers

Why may BSO E-mail be disclosed to the public?

Because it is required by the Florida Public Records Act Signup and view all the answers

What is the nature of BSO E-mail use?

A privilege, not a right Signup and view all the answers

What is a condition for permitting rare or incidental personal use of BSO E-mail?

It does not interfere with BSO resources. Signup and view all the answers

Who may impose further limits on personal use of BSO E-mail?

Each department/division and/or employee's supervisor. Signup and view all the answers

Why is each E-mail user's storage space limited?

To maximize E-mail performance for all BSO users. Signup and view all the answers

What is NOT a prohibited use of BSO E-mail?

Requesting time off for a family event. Signup and view all the answers

What is an exception to the prohibition on engaging in E-mail practices that involve ongoing message receipt and transmission?

When accessed within BSO's secured domain and administered by ITD. Signup and view all the answers

When was the policy reviewed?

11/29/2018 Signup and view all the answers

When did the policy become effective?

01/01/2019 Signup and view all the answers

What is the purpose of limiting E-mail storage space?

To maximize E-mail performance for all BSO users. Signup and view all the answers

What reflects the organizational style and/or standards of conduct of the agency in an E-mail generated from a BSO computer?

The content and style of the E-mail Signup and view all the answers

What type of language should be avoided in BSO E-mail correspondence?

Figures of speech Signup and view all the answers

What information must all BSO E-mail users include in their E-mail correspondence?

A disclaimer about public records law Signup and view all the answers

What topics are prohibited from discussion on the BSO E-mail system?

BSO employee’s medical information, financial information, disciplinary history, or promotional history Signup and view all the answers

What happens to all BSO E-mail correspondence?

It is recorded and stored, along with the source and destination, for the applicable retention period Signup and view all the answers

How should official public record copies of E-mail be filed?

As the employee would ordinarily file internal memos or external correspondence Signup and view all the answers

What is the purpose of the BSO E-mail system?

To conduct legitimate agency business Signup and view all the answers

Why should BSO employees avoid using the BSO E-mail system to gossip or offer personal assessments?

Because it is against agency policy Signup and view all the answers

What is a prohibited use of the BSO information system?

Violating software licensing agreements Signup and view all the answers

What is a consequence of invading privacy in the BSO information system?

Violating applicable laws and policies Signup and view all the answers

What is required of BSO employees in regards to email?

Checking email at least once per shift Signup and view all the answers

What is an exception to prohibited use of the BSO information system?

Activities required for investigative purposes Signup and view all the answers

What is a violation of the BSO information system policy?

Representing oneself as a spokesperson without authorization Signup and view all the answers

What is a prohibited activity in the BSO information system?

Committing illegal, fraudulent, or malicious activities Signup and view all the answers

What is required of BSO employees who are unable to check their email?

Notifying their immediate supervisor Signup and view all the answers

What is a violation of applicable laws and policies?

Violating software licensing agreements Signup and view all the answers

Study Notes

Email Policy

The email policy applies to all BSO employees who conduct agency business using the electronic mail (E-mail) system.
The policy does not supersede any state or federal laws or any other policies regarding confidentiality, information dissemination, or standards of conduct.

Email Use

BSO email use is a privilege, not a right, and violation of this policy may result in revocation of email privileges, suspension, termination, and/or criminal prosecution.
Emails may be disclosed to the public upon request, unless deemed confidential and exempt under Florida law.
Employees must take appropriate measures to protect confidential information by marking the email as confidential and/or privileged or delivering the message via more secure methods.

Email Property

All emails created or received on a BSO computer or transmitted via BSO computer will be considered the property of BSO.
BSO management retains the ability and right to view employees’ emails, even if confidential and exempt from public records disclosure.

Email Content and Style

The content and style of an email generated from a BSO computer is a reflection of the organizational style and/or standards of conduct of this agency.
Avoid using “figures of speech” or non-standard acronyms.

Email Requirements

All BSO email users must include the following text in all of their email correspondence: "Please note that Florida has a broad public records law, and that all correspondence sent to me via E-mail may be subject to disclosure."

Email Restrictions

The BSO email system will not be used to discuss a BSO employee’s medical information, financial information, disciplinary history, or promotional history, except where such email is directly related to the sender’s and receiver’s job responsibilities.
BSO employees will not utilize the BSO email system to gossip, or offer any personal assessment of a BSO employee’s character or work ethic.
Email should not be used for personal or commercial financial gain, partisan political or religious activities, or any other purpose or use that would be in violation of this policy or state or federal law.

Email Retention and Storage

BSO email is subject to the State of Florida records retention policy, and all BSO email will be recorded and stored, along with the source and destination, for the applicable retention period.
Each email user's storage space will be limited to maximize email performance for all BSO users.

Email Misuse Prohibitions

Employees may not use their BSO email for creating or accessing sex, sex-related, gambling, and/or gambling-related web sites and transmitting such material.
Employees may not create, access, or transmit material involving the use of obscene language, obscene images, obscene jokes, sexually explicit material, hate mail, or messages that disparage any race, color, religion, sex, national origin, or age.
Employees may not engage in email practices that involve ongoing message receipt and transmission, referred to as "Instant Messaging," except if accessed within BSO's secured domain and administered by ITD.

Email Monitoring and Supervision

BSO employees are required to check and read their email at least once per shift for any shift they are on duty.
Employees who are unable to check their email a minimum of once per shift will notify their immediate supervisor.

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Description

This quiz covers the email policy of the Broward Sheriff's Office, including guidelines for conducting agency business using the email system and compliance with state and federal laws.