Podcast
Questions and Answers
What is required of members when their workstation is unattended?
What is required of members when their workstation is unattended?
- Share the password with another member
- Notify a supervisor of their absence
- Log off the network or secure the workstation (correct)
- Leave the computer on without any restrictions
Under what circumstances can a member use another member's password to log into the system?
Under what circumstances can a member use another member's password to log into the system?
- Whenever they feel it is necessary
- When directed by a supervisor (correct)
- During any security violation investigation
- Only when they receive permission from the member
How must emails be managed to comply with the Illinois Freedom of Information Act?
How must emails be managed to comply with the Illinois Freedom of Information Act?
- They should be deleted immediately after reading
- They should be forwarded to a legal department for review
- They must be archived without a retention schedule
- They must follow the established records retention schedule (correct)
Who is responsible for ensuring that email messages are retained as outlined in the Records Management Policy?
Who is responsible for ensuring that email messages are retained as outlined in the Records Management Policy?
What potential issue does secure workstation practices aim to minimize?
What potential issue does secure workstation practices aim to minimize?
What is the primary purpose of the electronic mail policy?
What is the primary purpose of the electronic mail policy?
What does the policy state about the expectation of privacy for emails?
What does the policy state about the expectation of privacy for emails?
Which type of messages are prohibited by the email policy?
Which type of messages are prohibited by the email policy?
When should members seek prior approval for sending an email?
When should members seek prior approval for sending an email?
What types of activities are emails restricted to under the policy?
What types of activities are emails restricted to under the policy?
What can the department do with emails sent over its systems?
What can the department do with emails sent over its systems?
Which of the following statements is true according to the policy?
Which of the following statements is true according to the policy?
What kind of language or content is discouraged in email communications?
What kind of language or content is discouraged in email communications?
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Study Notes
Email Policy Purpose
- The purpose of this policy is to establish guidelines for the proper use of the electronic mail (email) system provided by the New Lenox Fire Protection District.
Email Use Guidelines
- New Lenox Fire Protection District members shall use email in a professional manner, in accordance with this policy and the Illinois Freedom of Information Act.
- Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing or any other inappropriate messages on the email system is prohibited and may result in discipline.
- Email messages addressed to the entire department are only to be used for official business-related items that are of particular interest to all users.
Privacy Expectation
- Members forfeit any expectation of privacy with regard to emails or anything published, shared, transmitted or maintained through file-sharing software or any Internet site that is accessed, transmitted, received or reviewed on any department technology system.
- The Department reserves the right to access, audit and disclose, for whatever reason, any message, including attachments, and any information accessed, transmitted, received or reviewed over any technology that is issued or maintained by the Department.
- This includes records of all key strokes or Web-browsing history made at any department computer or over any department network.
Restricted Use
- Messages transmitted over the email system are restricted to official business activities, or shall only contain information that is essential for the accomplishment of business-related tasks or for communications that are directly related to the business, administration or practices of the Department.
- It is a violation of this policy to transmit a message under another member’s name or email address or to use the password of another to log into the system unless directed to do so by a supervisor.
- Members are required to log off the network or secure the workstation when the computer is unattended.
Email Record Management
- Email may, depending upon the individual content, be a public record under the Illinois Freedom of Information Act and must be managed in accordance with the established records retention schedule and in compliance with state law.
- The Freedom of Information Officer shall ensure that email messages are retained and recoverable as outlined in the Records Management Policy.
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