Capture of Data and Information - Amazon Web Services
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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