Electronic_Mail.pdf

Policy New Lenox Fire Protection District 206 Policy Manual Electronic Mail 206.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for the proper use and application of the electr...

Policy New Lenox Fire Protection District 206 Policy Manual Electronic Mail 206.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for the proper use and application of the electronic mail (email) system provided by the Department. 206.2 POLICY New Lenox Fire Protection District members shall use email in a professional manner in accordance with this policy and the Illinois Freedom of Information Act. 206.3 PRIVACY EXPECTATION Members forfeit any expectation of privacy with regard to emails or anything published, shared, transmitted or maintained through file-sharing software or any Internet site that is accessed, transmitted, received or reviewed on any department technology system. The Department reserves the right to access, audit and disclose, for whatever reason, any message, including attachments, and any information accessed, transmitted, received or reviewed over any technology that is issued or maintained by the Department, including the Department email system, computer network or any information placed into storage on any department system or device. This includes records of all key strokes or Web-browsing history made at any department computer or over any department network. The fact that access to a database, service or website requires a user name or password will not create an expectation of privacy if it is accessed through department computers, electronic devices or networks. 206.4 RESTRICTED USE Messages transmitted over the email system are restricted to official business activities, or shall only contain information that is essential for the accomplishment of business-related tasks or for communications that are directly related to the business, administration or practices of the Department. Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive, harassing or any other inappropriate messages on the email system is prohibited and may result in discipline. Email messages addressed to the entire department are only to be used for official business- related items that are of particular interest to all users. In the event that a member has questions about sending a particular email communication, the member should seek prior approval from his/ her supervisor. It is a violation of this policy to transmit a message under another member’s name or email address or to use the password of another to log into the system unless directed to do so by a supervisor. Members are required to log off the network or secure the workstation when the computer is unattended. This added security measure will minimize the potential misuse of a member’s email, name or password. Copyright Lexipol, LLC 2024/01/23, All Rights Reserved. Electronic Mail - 1 Published with permission by New Lenox Fire Protection District  New Lenox Fire Protection District Policy Manual Electronic Mail 206.5 EMAIL RECORD MANAGEMENT Email may, depending upon the individual content, be a public record under the Illinois Freedom of Information Act and must be managed in accordance with the established records retention schedule and in compliance with state law (5 ILCS 140/1.1 et seq.). The Freedom of Information Officer (5 ILCS 140/3.5) shall ensure that email messages are retained and recoverable as outlined in the Records Management Policy. Copyright Lexipol, LLC 2024/01/23, All Rights Reserved. Electronic Mail - 2 Published with permission by New Lenox Fire Protection District