Broward County Sheriff's Policy Manual - PDF - E-mail Policy

SHERIFF’S POLICY MANUAL 15.3 E-MAIL: The purpose of this policy is to provide guidance and direction to all BSO employees who conduct agency business using the electronic mail (E-mail) system. [CFA 32.01a] A. This policy applies to the BSO E-mail system,...

SHERIFF’S POLICY MANUAL 15.3 E-MAIL: The purpose of this policy is to provide guidance and direction to all BSO employees who conduct agency business using the electronic mail (E-mail) system. [CFA 32.01a] A. This policy applies to the BSO E-mail system, whether accessed from a desktop application or through the internet. This policy does not supersede any state or federal laws or any other policies regarding confidentiality, information dissemination, or standards of conduct. B. BSO E-Mail Definition: The E-mail system utilized and paid for by BSO for authorized employees use only. C. Policy: 1. BSO E-mail use is a privilege, not a right. Violation of this policy may result in revocation of BSO E-mail privileges, suspension, termination, and/or criminal prosecution. 2. BSO E-mail is subject to the requirements of the Florida Public Records Act, and may be disclosed to the public upon request, unless deemed confidential and exempt under Florida law. If an e-mail contains confidential information exempt from public disclosure (e.g., ongoing criminal investigations, juvenile information, medical history) employees will take appropriate measures to protect the confidential information by marking the E-mail as confidential and/or privileged or delivering the message via more secure methods such as hand delivery or certified mail. 3. All E-mail created or received on a BSO computer or transmitted via BSO computer will be considered the property of BSO. Consequently, even if an E-mail is confidential and exempt from public records disclosure or if an E-mail is of a personal or non-BSO nature, BSO management retains the ability and the right to view employees’ E-mail. 4. The content and style of an E-mail generated from a BSO computer is a reflection of the organizational style and/or standards of conduct of this agency. Accordingly, if a message would not be appropriate for a memo, then the message should not be sent via E-mail. Avoid using “figures of speech” or non-standard acronyms. Reviewed: 11/29/2018 Revised: 12/18/2018 Rescinds: 07/01/2015 Effective: 01/01/2019 15.3 Page 1 of 4  SHERIFF’S POLICY MANUAL 5. All BSO E-mail users must include the following text in all of their E-mail correspondence: Please note that Florida has a broad public records law, and that all correspondence sent to me via E-mail may be subject to disclosure. 6. The BSO E-mail system will not be used to discuss a BSO employee’s medical information, financial information, disciplinary history, or promotional history, except where such e-mail is directly related to the senders’ and receivers’ job responsibilities. BSO employees will not utilize the BSO E-Mail system to gossip, or offer any personal assessment of a BSO employee’s character or work ethic. 7. BSO E-mail is subject to the State of Florida records retention policy. As such, all BSO E-mail will be recorded and stored, along with the source and destination, for the applicable retention period. 8. If printed, official public record copies of E-mail should be filed as the employee would ordinarily file internal memos or external correspondence. 9. BSO E-mail should be used for legitimate agency business. Rare or incidental personal use of BSO E-mail may be permitted provided such use does not interfere with BSO resources, does not interfere with the employee's job, does not incur costs for BSO, and otherwise complies with BSO policies. Further limits may be imposed upon personal use of BSO E- mail by each department/division and/or employee's supervisor. 10. Each E-mail user's storage space will be limited to maximize E-mail performance for all BSO users. 11. Employees may not use their BSO E-mail for: a. Creating or accessing sex, sex-related, gambling, and/or gambling- related web sites and transmitting such material. b. Creating, accessing, or transmitting material involving the use of obscene language, obscene images, obscene jokes, sexually explicit material, hate mail, or messages that disparage any race, color, religion, sex, national origin, or age. Reviewed: 11/29/2018 Revised: 12/18/2018 Rescinds: 07/01/2015 Effective: 01/01/2019 15.3 Page 2 of 4  SHERIFF’S POLICY MANUAL c. Creating or transmitting any abusive, harassing, or otherwise objectionable language. d. Sending messages likely to result in loss of a recipient's work or systems including sending chain letters or any type of use which may interfere with the work of others, regardless of subject matter. e. Engaging in E-mail practices that involve ongoing message receipt and transmission, referred to as "Instant Messaging," except if accessed within BSO's secured domain and administered by ITD. f. Committing any crime including attacking the security of another system, violating software licensing agreements, or violating copyright laws. g. Violating any and all applicable United States, State of Florida, or Broward County Laws and BSO policies, computer user agreements, or ”Standards of Conduct” in the Sheriff’s Policy Manual. h. Invading privacy. i. Originating or intentionally propagating computer viruses or otherwise jeopardizing security of the BSO information system. j. Representing oneself as a spokesperson and/or making commitments on behalf of BSO without authorization. k. Using another user’s identity without proper authorization or misrepresenting authorization to act on behalf of others in the agency. l. Personal or commercial financial gain. m. Partisan political or religious activities. n. Committing illegal, fraudulent or malicious activities. Reviewed: 11/29/2018 Revised: 12/18/2018 Rescinds: 07/01/2015 Effective: 01/01/2019 15.3 Page 3 of 4  SHERIFF’S POLICY MANUAL o. Any other purpose or use that would be in violation of this policy, or state or federal law. 12. An exception to prohibited use may be obtained in advance from a supervisor for users whose jobs require such activity for investigative purposes. 13. All BSO employees are required to check and read their email at least once per shift for any shift they are on duty. BSO employees who are unable to check their email a minimum of once per shift will notify their immediate supervisor. The supervisor will schedule the employee accordingly to meet this policy requirement. Roll call time will be utilized when necessary to fulfill this policy requirement. D. Union Use of the BSO E-Mail System: a. Recognized bargaining units/agents may use BSO-Email to communicate matters related to its duties as the exclusive bargaining representative. b. BSO E-mail shall not be used for union organizational purposes. c. The Sheriff retains the right to revoke BSO E-Mail privileges at his sole discretion, at any time, for any reason or no reason. Reviewed: 11/29/2018 Revised: 12/18/2018 Rescinds: 07/01/2015 Effective: 01/01/2019 15.3 Page 4 of 4