Podcast
Questions and Answers
What is the primary purpose of the email policy?
What is the primary purpose of the email policy?
What level of privacy can members expect regarding emails sent through department technology?
What level of privacy can members expect regarding emails sent through department technology?
Which type of email content is prohibited under this policy?
Which type of email content is prohibited under this policy?
When should a member seek prior approval for sending department-wide emails?
When should a member seek prior approval for sending department-wide emails?
Signup and view all the answers
What is the implication of accessing databases that require a username and password?
What is the implication of accessing databases that require a username and password?
Signup and view all the answers
What may result from sending inappropriate emails through the department system?
What may result from sending inappropriate emails through the department system?
Signup and view all the answers
What is considered a proper use of the email system by members?
What is considered a proper use of the email system by members?
Signup and view all the answers
Which of the following best describes the nature of messages that can be sent to the entire department?
Which of the following best describes the nature of messages that can be sent to the entire department?
Signup and view all the answers
What is prohibited without a supervisor's direction?
What is prohibited without a supervisor's direction?
Signup and view all the answers
What action must members take when leaving their workstation unattended?
What action must members take when leaving their workstation unattended?
Signup and view all the answers
Under what condition can an email be considered a public record?
Under what condition can an email be considered a public record?
Signup and view all the answers
Who is responsible for ensuring that email messages are retained according to the Records Management Policy?
Who is responsible for ensuring that email messages are retained according to the Records Management Policy?
Signup and view all the answers
What is the primary purpose of the security measures mentioned?
What is the primary purpose of the security measures mentioned?
Signup and view all the answers
Study Notes
Electronic Mail Policy
- The New Lenox Fire Protection District’s Electronic Mail Policy outlines guidelines for the use of the department’s email system.
Policy Overview
- Members must use email in a professional manner, adhering to this policy and the Illinois Freedom of Information Act.
Privacy
- Members have no expectation of privacy regarding email or anything shared or accessed using department technology systems.
- The Department reserves the right to access, audit, and disclose any message, including attachments, accessed, transmitted, or reviewed on department technology systems.
- This applies to all department computers, networks, and information placed into storage on any department system or device.
- The department can even access records of all keystrokes or Web-browsing history made on department computers or networks.
- Using a username or password to access a database, service, or website does not provide privacy if accessed through department computers, devices, or networks.
Restricted Use
- Email use is restricted to official business activities, or information essential for completing business-related tasks, or communications directly related to the business, administration, or practices of the Department.
- Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing, or inappropriate messages on the email system is prohibited and may result in disciplinary action.
- Emails addressed to the entire department should only be used for official business-related items of interest to all users.
- Members should seek prior approval from their supervisor before sending any email communication that may be questionable.
- It is a violation of this policy to transmit a message under another member’s name or email address or to use another member’s password to log into the system unless directed to do so by a supervisor.
- Members must log off the network or secure the workstation when the computer is unattended to minimize the potential misuse of a member’s email, name, or password.
Email Record Management
- Emails may be public records under the Illinois Freedom of Information Act, depending on their content.
- Email must be managed according to the established records retention schedule and in compliance with state law.
- The Freedom of Information Officer ensures that email messages are retained and recoverable as outlined in the Records Management Policy.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Related Documents
Description
Test your understanding of the New Lenox Fire Protection District’s Electronic Mail Policy. This quiz covers the guidelines for email usage, privacy concerns, and the department's rights regarding email access. Ensure you're informed about the expectations and responsibilities outlined in this policy.
