BSO Email Policy

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.