THE TWELVE OF OHIO, INC.

Electronic Mail (E-Mail)

Policy #: 402

Purpose:

The purpose of this policy is to establish employeeand Group Home Resident’s

procedures regarding the use of the Information Services network, including computer hardware and software, computer communications, and to protect the integrity of the agency’s database. This policy is necessary to establish appropriate use and prevent misuse of agency personal computers, associated hardware and software, electronic mail (e-mail), the Internet and online services.

The agency respects the individual privacy of its employeesand Group Home Resident’s. However, employeeand Group Home Resident’s privacy does not extend to the employee’s and Group Home Resident’s work-related conduct including the use of agency computers, equipment and supplies. Employees and Group Home Resident’s should have no expectation of privacy when they use agency computer equipment, including but not limited to, software, files, e-mail and Internet browsing.

Agency computers, computer software and computer accounts are to assist employees in the performance of their duties. All employeesand Group Home Resident’s have the responsibility to use all computer resources and services in an efficient, effective, ethical and lawful manner.

Policy:

The e-mail system, installed to facilitate effective communication between licensed users, is to be used for agency business and may not be used for the personal purpose of staff.

Accountability: All Employees, Board of Trustees, Group Home Residents

Procedure:

  1. Users should have no expectation of privacy regarding the useof the e-mail system. Employeesand Group Home Residents should also be aware that e-mail messages may be considered public record and therefore subject to the agency’s record retention schedule and possible disclosure. Employees and Group Home Residents should not assume that e-mail messages are confidential. Employees and Group Home Residents should also note that “deletion” of an e-mail message does not necessarily ensure that the message is not later retrievable.
  1. All passwords must be recorded with the Systems Administrator/Group House Manager for Residents. Employees and Group Home Residents shall not intentionally intercept, eavesdrop, record, read, alter, or receive another person’s e-mail messages without proper authorization. Other than the System Administrator or specific employees designated by the agency, an employee or Group Home Resident shall not use the password of another employeeor Resident.
  1. No encryption programs or document level passwords may be used without the express authorization of the agency.
  1. E-mail shall be written in a business-like manner such that, if disclosed, it will not be embarrassing to the Agency, employee, Group Home Resident or the receiver. E-mail shall not be used to send insulting, disruptive or offensive messages to other persons, which intend to be harmful to morale. Forbidden e-mail messages include, but are not limited to, profane or vulgar language; discriminatory, insulting, or defamatory remarks; sexually- explicit messages; commercial or religious causes; or any message that encourages violation of the Agency’s policies, procedures, rules and/or regulations.
  1. If staff choose or are required to use the e-mail system, they are expected to check their e-mail at least once per day.

Approved: March 5, 2001

Revised: June 29, 2010

Board Approved: June 29, 2010

Board Effective Date: June 29, 2010

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