Podcast
Questions and Answers
What must members do to enhance security when their workstation is unattended?
What must members do to enhance security when their workstation is unattended?
- Keep the workstation running and stay logged in
- Change their password immediately
- Notify a supervisor of their absence
- Log off the network or secure the workstation (correct)
Under what condition may a member use another's password to log into the system?
Under what condition may a member use another's password to log into the system?
- If they have the password written down
- When the member is friends with that person
- When directed to do so by a supervisor (correct)
- If the other member is unavailable
Which act regulates the management of email as a public record?
Which act regulates the management of email as a public record?
- Illinois Freedom of Information Act (correct)
- State Electronic Communication Act
- Illinois Privacy Act
- Federal Records Act
Who is responsible for ensuring that email messages are retained as per the Records Management Policy?
Who is responsible for ensuring that email messages are retained as per the Records Management Policy?
What can be a consequence of violating the email policy regarding the use of another member's name?
What can be a consequence of violating the email policy regarding the use of another member's name?
What is the main purpose of the email policy for the New Lenox Fire Protection District?
What is the main purpose of the email policy for the New Lenox Fire Protection District?
What is the privacy expectation for members regarding emails sent via the department's system?
What is the privacy expectation for members regarding emails sent via the department's system?
Which of the following is a prohibited use of the email system?
Which of the following is a prohibited use of the email system?
Who should members consult if they have questions about sending an email communication?
Who should members consult if they have questions about sending an email communication?
What is the policy on emails addressed to the entire department?
What is the policy on emails addressed to the entire department?
What types of messages invoke disciplinary action if sent via email?
What types of messages invoke disciplinary action if sent via email?
What types of information should be included in emails sent over the department's system?
What types of information should be included in emails sent over the department's system?
What is the role of the New Lenox Fire Protection District regarding email access?
What is the role of the New Lenox Fire Protection District regarding email access?
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Study Notes
Electronic Mail Policy Overview
- This policy outlines guidelines for the use of the electronic mail system by the New Lenox Fire Protection District.
- Emphasizes the need for professional email communications in compliance with relevant laws.
Privacy Expectations
- Members have no expectation of privacy for emails sent or received on departmental systems.
- The department can access and audit emails, including attachments and browsing history.
- Accessing services requiring a username or password does not guarantee privacy if done on department-issued devices.
Restricted Use of Email
- Email use is limited to official business and related communications only.
- Prohibited content includes derogatory, obscene, or harassing messages, which can lead to disciplinary action.
- Department-wide emails should be reserved for significant business-related matters.
- Members must seek supervisor approval for uncertain email communications.
Account Security Measures
- Members are prohibited from logging in under someone else's name or using another member's password without supervision.
- It is mandatory to log off or secure workstations when unattended to prevent email misuse.
Email Record Management
- Emails may qualify as public records under the Illinois Freedom of Information Act.
- Must be managed according to a records retention schedule and comply with state laws.
- The Freedom of Information Officer is responsible for ensuring proper retention and recoverability of email messages.
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