Email Policy Overview for Fire District
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Questions and Answers

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?

  • 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?

  • 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?

    <p>The Freedom of Information Officer</p> Signup and view all the answers

    What can be a consequence of violating the email policy regarding the use of another member's name?

    <p>Loss of email privileges</p> Signup and view all the answers

    What is the main purpose of the email policy for the New Lenox Fire Protection District?

    <p>To establish guidelines for proper email usage</p> Signup and view all the answers

    What is the privacy expectation for members regarding emails sent via the department's system?

    <p>Members should expect no privacy in their emails</p> Signup and view all the answers

    Which of the following is a prohibited use of the email system?

    <p>Sending derogatory comments about colleagues</p> Signup and view all the answers

    Who should members consult if they have questions about sending an email communication?

    <p>Their supervisor</p> Signup and view all the answers

    What is the policy on emails addressed to the entire department?

    <p>They should only contain essential business-related items</p> Signup and view all the answers

    What types of messages invoke disciplinary action if sent via email?

    <p>Those that are sexually suggestive or harassing</p> Signup and view all the answers

    What types of information should be included in emails sent over the department's system?

    <p>Information that is essential for business-related tasks</p> Signup and view all the answers

    What is the role of the New Lenox Fire Protection District regarding email access?

    <p>The district can audit emails for any reason</p> Signup and view all the answers

    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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    Description

    This quiz covers the electronic mail policy established by the New Lenox Fire Protection District. It highlights the guidelines for email use, privacy expectations, and security measures that members must follow for professional communications. Test your understanding of the department's expectations and restrictions regarding email usage.

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