Questions and Answers
What is the primary purpose of the Electronic Mail policy?
When are members expected to read their emails according to the policy?
What must members forfeit with regard to emails or anything published, shared, transmitted, or maintained through file-sharing software?
Who reserves the right to access, audit, and disclose any messages and information transmitted over any department technology system?
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What are the messages transmitted over the email system restricted to?
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What type of messages is prohibited from being transmitted over the email system?
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Who must approve the transmission of email messages addressed to the entire department?
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Is it permissible to transmit a message under another member’s name or email address?
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What action should members take when their computer is unattended?
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Which law governs the management of email as a public record?
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Who is responsible for the retention and recoverability of email messages?
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What should an employee do upon receiving an email that violates policy?
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What is a potential consequence of sending inappropriate emails?
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How must email messages that are public records be managed?
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What is the policy regarding transmitting confidential District data via email?
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What must members include in their electronic communications?
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Study Notes
Electronic Mail Policy Overview
- Establishes guidelines for the proper use and application of the email system.
- Aims to enhance communication and maintain professionalism in official business.
Email Reading Expectations
- Members are required to read their emails at the beginning of each shift.
Ownership and Privacy
- Members forfeit privacy expectations for emails or any information transmitted through department technology.
Access and Audit Rights
- The department reserves the right to access, audit, and disclose messages on any department technology system.
Restrictions on Message Content
- Emails must only include communications related to official business activities.
- Transmission of inappropriate content such as derogatory, defamatory, obscene, or harassing messages is strictly prohibited.
Approval Process
- Any email addressed to the entire department must be approved by a supervisor.
Misuse of Email Accounts
- Transmitting messages under another member's name or email address is prohibited unless directed by a supervisor.
Computer Security
- When a member’s computer is unattended, they must log off or secure their workstation.
Compliance with Public Records Law
- Emails must be managed according to Massachusetts Public Records Law as they are considered public records.
Record Retention Responsibility
- The Keeper of Records is responsible for ensuring that email messages are retained and recoverable.
Reporting Violations
- Employees must notify their immediate supervisor upon receiving emails that appear to violate policy.
Consequences of Inappropriate Use
- Sending inappropriate messages may result in sanctions, including termination of employment.
Authority on Disputes
- The System Administrator has the authority to resolve disagreements regarding email use.
Compliance with Retention Guidelines
- Email messages classified as public records must comply with the established records retention schedule and state law.
Transmitting Confidential Information
- Members cannot transmit confidential District data via email without express approval from the System Administrator.
Use of Another Member’s Email
- Using another member’s email address is prohibited unless directed by a supervisor.
Identity in Communications
- Members must include their name or an approved identifier in electronic communications.
Management of Public Record Emails
- Emails considered public records must be retained and managed in accordance with policy.
Professional Use of Email
- Members must use the email system in a professional manner according to policy guidelines.
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Description
Test your knowledge on the Electronic Mail Policy for the COMM Fire Department. This quiz covers the key aspects and expectations set forth in the policy. Understand the guidelines for proper use and application of the email system.
