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Plymouth City Council

U14

Email Policy

February 2009

Contents

Document Amendment History 3

1 Purpose 4

2 Scope 4

3 Corporate use of email 4

4 Acceptable use 4

5 Email management 4

6 Email Security 4

7 Monitoring of email 5

Document Control

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Document Amendment History

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1 Purpose

1.1 Plymouth City Council provides access to email to help you to do your job more efficiently and effectively. To ensure effective use of your time, to prevent illegal and inappropriate use of the email, this sub-policy has been developed.

1.2 Anyone found to be in breach of this policy will be subject to disciplinary actions.

2 Scope

2.1 This policy applies to all Councillors, Committees, Departments, Partners, Employees of the Council, contractual third parties and agents of the Council.

2.2 It is the responsibility of managers within directorates to exercise appropriate controls to minimise the risk of misuse and where misuse is found to report it to Internal Audit.

3 Corporate use of email

Ownership of emails Corporate

Responsibility for email management Individual user

Email content style Corporate communication standard

Email format for council business @.uk

Maximum email size 10Mb

Email language UK English

4 Acceptable use

Personal email can be Sent / Read in working time No

Personal email can be Sent / Read in NON working time Yes

Decision over email suitability for sending each email message Individual responsibility

Personal use of Mailing lists No

Send Personal emails with attachments No

Forward chain letters No

Chain letters prohibited Yes

Email monitored corporately Yes

5 Email management

Delegate assigned to every account Yes

Delegate assignment responsibility Individual user

Messages delegates cannot open Marked personal or Private

Sensitivity setting applied Each message

Sensitivity Categories Public, Restricted, Internal, Personal

6 Email Security

Category for messages with personally identifiable data Confidential

Secure email usage GS Mail for Restricted / confidential

Content virus checked corporately Yes

Spell Checker enabled Automatically by Group Policy

Auto-forwarding allowed Only on non sensitive emails

Secure Mail Format username@organisation..uk

Legal warning added to email by End user

7 Monitoring of email

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This document is copyright to Plymouth City Council and should not be used or adapted for any purpose without the agreement of the Council.

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