Podcast
Questions and Answers
What is the primary purpose of the BSO E-mail policy?
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?
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?
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?
Who retains the right to view employees’ E-mail?
What is considered the property of BSO?
What is considered the property of BSO?
What should employees do when sending confidential information via E-mail?
What should employees do when sending confidential information via E-mail?
Why may BSO E-mail be disclosed to the public?
Why may BSO E-mail be disclosed to the public?
What is the nature of BSO E-mail use?
What is the nature of BSO E-mail use?
What is a condition for permitting rare or incidental personal use of BSO E-mail?
What is a condition for permitting rare or incidental personal use of BSO E-mail?
Who may impose further limits on personal use of BSO E-mail?
Who may impose further limits on personal use of BSO E-mail?
Why is each E-mail user's storage space limited?
Why is each E-mail user's storage space limited?
What is NOT a prohibited use of BSO E-mail?
What is NOT a prohibited use of BSO E-mail?
What is an exception to the prohibition on engaging in E-mail practices that involve ongoing message receipt and transmission?
What is an exception to the prohibition on engaging in E-mail practices that involve ongoing message receipt and transmission?
When was the policy reviewed?
When was the policy reviewed?
When did the policy become effective?
When did the policy become effective?
What is the purpose of limiting E-mail storage space?
What is the purpose of limiting E-mail storage space?
What reflects the organizational style and/or standards of conduct of the agency in an E-mail generated from a BSO computer?
What reflects the organizational style and/or standards of conduct of the agency in an E-mail generated from a BSO computer?
What type of language should be avoided in BSO E-mail correspondence?
What type of language should be avoided in BSO E-mail correspondence?
What information must all BSO E-mail users include in their E-mail correspondence?
What information must all BSO E-mail users include in their E-mail correspondence?
What topics are prohibited from discussion on the BSO E-mail system?
What topics are prohibited from discussion on the BSO E-mail system?
What happens to all BSO E-mail correspondence?
What happens to all BSO E-mail correspondence?
How should official public record copies of E-mail be filed?
How should official public record copies of E-mail be filed?
What is the purpose of the BSO E-mail system?
What is the purpose of the BSO E-mail system?
Why should BSO employees avoid using the BSO E-mail system to gossip or offer personal assessments?
Why should BSO employees avoid using the BSO E-mail system to gossip or offer personal assessments?
What is a prohibited use of the BSO information system?
What is a prohibited use of the BSO information system?
What is a consequence of invading privacy in the BSO information system?
What is a consequence of invading privacy in the BSO information system?
What is required of BSO employees in regards to email?
What is required of BSO employees in regards to email?
What is an exception to prohibited use of the BSO information system?
What is an exception to prohibited use of the BSO information system?
What is a violation of the BSO information system policy?
What is a violation of the BSO information system policy?
What is a prohibited activity in the BSO information system?
What is a prohibited activity in the BSO information system?
What is required of BSO employees who are unable to check their email?
What is required of BSO employees who are unable to check their email?
What is a violation of applicable laws and policies?
What is a violation of applicable laws and policies?
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.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Related Documents
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.