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Local Government Records (LGR) Program


Sample Email Policy #1

The purpose of this policy is to ensure the proper use of INSTITUTION'S email system. All messages distributed via the company's email system, even personal emails, are INSTITUTION'S property. You must have no expectation of privacy in anything that you create, store, send or receive on the company's email system. Your emails can be monitored without prior notification if INSTITUTION deems this necessary. If there is evidence that you are not adhering to the guidelines set out in this policy, the INSTITUTION reserves the right to take disciplinary action, including termination and/or legal action. If you have any questions or comments about this Email Policy, please contact your supervisor.

It is strictly prohibited to:

  • Send or forward emails containing libelous, defamatory, offinsive, racist or obscene remarks. If you receive an email of this nature, you must promptly notify your supervisor.
  • Send unsolicited email messages or chain mail.
  • Forge or attempt to forge email messages, or disguise or attempt to disguise your identity when sending mail.
  • Delete a public record email message that has not met or exceeded the appropriate retention period.

Duty of care
Users must take the same care in drafting an email as they would for any other communication. Confidential information should not be sent via email.

Personal usage
Although the INSTITUTION'S email system is meant for business use, the INSTITUTION allows personal usage if it is reasonable and does not interfere with work.

Records management and e-mail retention
E-mail is a means of transmission of messages or information. The retention or disposition of e-mail messages must be related to the information they contain or the purpose they serve. The content, transactional information, and any attachments associated with the e-mail are considered a record if they meet the criteria of the Ohio Revised Code section 149.01.1 (G). The content of e-mail messages may vary considerably, and therefore, this content must be evaluated to determine the length of time the e-mail must be retained.

Disclaimer
All messages will be appended with the following disclaimer: 'If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the INSTITUTION.'

Declaration
I have read, and agree to comply with, the guidelines set out in this policy and understand that failure to do so might result in disciplinary or legal action.

_______________________________         __________________

Employee signature                                          Date   



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