The Service
Information Services Policies...
Email policyPlease note that as this policy is periodically reviewed and updated, if you print it from the website, its accuracy cannot be guaranteed for more than a 24 hour period following printing.
Email is provided within HFRS to assist employees, contractors and consultants in the performance of their jobs. All email communication must conform to the same standards as written documents on Service headed paper.
Specifically email is provided
Employees should be aware that HFRS may at its discretion, randomly review any employee’s messages and usage to the extent necessary to ensure compliance with the law, including the Freedom of Information Act, Regulation of Investigatory Powers Act 2000, and this policy. For further information on the monitoring policy follow the link Communications, Internet and Intranet Monitoring Policy
HFRS and the users of the e-mail system must make sure that any use of the system does not breach the UK Government Protective Marking Scheme.
HFRS and the users of the e-mail system must make sure that any use of the system does not breach the Data Protection Act 1998.
Authenticated users are reminded that personal data is defined as including any expression of opinion or intentions towards the individual and should therefore avoid making any personal statements or opinions unless they can be substantiated with evidence.
It is important that employees recognise that individual items of email, even if stored in private folders, may be required to be made available to authorised external bodies, for example Freedom of Information requests, Environmental Implementation Regulations requests, Auditors, Courts, Government, and the public etc. Therefore, data received via email that needs to be kept should be stored on the appropriate network drives for easy access when required. Mailboxes are restricted and users are required to carry out regular housekeeping to manage their mail within the imposed limits.
If an email is stored on the system - whether in an inbox, sent items or in the deleted items folder, when an FOI request comes in, it must be declared. It is a criminal offence to destroy emails and other data during a FOI enquiry.
HFRS allows occasional personal use of both the Internet and email facility provided that the activity adheres to the general principles of use as described in the policy.
If HFRS email system is used for personal emails then the following guidelines apply:
Do not use HFRS email system to store personal messages
Delete all personal messages once read
Email attachments are blocked and cannot be downloaded from web-mail accounts
If any personal e-mail communication is created and sent which includes personal data (where an individual can be identified from the data) then HFRS gives full notice that it is a fundamental condition of the Acceptable Use Policy that arrangements allowing private use of HFRS internet and e-mail systems will mean that HFRS will only be the data processor for such data and the sender will assume full responsibility for the accuracy and entitlement to have obtained, created and/or transmitted such information.
To aid in the identification of non-Corporate email HFRS requires that any use of the e-mail system to send a personal e-mail (an e-mail sent for personal reasons or non HFRS business reasons) must be designated as Personal by selecting the “Personal” flag under the Options button on an e-mail.
Please refer to the hints and tips pages on how to mark personal e-mail with the “Personal” flag.
When writing emails employees must only make factual statements about other companies and individuals. Emails should not contain opinion unless they are based on fact. If statements are made outside these guidelines, including anything that could be reasonably considered derogatory, defamatory, obscene or inappropriate, employees will be deemed personally liable for the content.
Laws of defamation, obscene publications, copyright designs and patents act etc regulate email. Staff should not send messages that are abusive, defamatory, pornographic, racist, or sexist. This includes forwarding any received email, for example, chain letters, sexually explicit messages, images, cartoons, jokes etc.
It is the employee’s responsibility to ensure that he or she is authorised to send the message to an external Company before it is sent.
Do not send strictly confidential or commercially sensitive information externally unless this has been authorised by your line manager.
Do not produce, introduce, or forward "chain" or similar messages that are not related to an employee’s work and/or not Company approved information.
Do not send multiple mail messages to a destination or to a group of destinations with the objective of causing disruption or system failure.
Do not conduct any business transactions via email other than posting advertisements and notices where permitted on internal bulletin boards.
Do not send trivial messages.
Refrain from entering into contractual commitment via email or the Internet unless legal advice is first sought, for example acknowledging acceptance of another party’s terms and conditions.
Always retain a copy of important messages in the appropriate I Drive folder.
Do not open any email unless you recognise, before opening, who it is from, as this is a favourite way of introducing a virus into the network. Although HFRS’ anti-virus system is kept up to date, it is still possible for a new virus to enter the network.
Do not expect privacy for messages sent or received by email, they are subject to the Freedom of Information Act and Environment Information Regulations.
Employees shall respect the confidentiality of others email communications and must not attempt to read, copy or access messages or files of others.
No email communication may be sent which attempts to hide the identity of the sender, or represents the sender as another employee or a member of another company.
Personal messages must be kept to a minimum.
HFRS monitors email use for business purposes. Employees should not expect privacy for messages sent or received using HFRS email facilities.
It is the user's responsibility to manage their email to comply with the limits imposed. There are a variety of ways to manage your inbox such as deleting, filing emails and giving priority to emails coming from particular sources. If you need further coaching or guidance, please contact the IT Service Desk. Outlook Inboxes at HFRS are limited in size.
If you receive an offensive email you should report the fact to your line manager. They will then take appropriate action.
