Common use of Email Usage Clause in Contracts

Email Usage. 23.5.1 Council may access any email to support its business functions. 23.5.2 Short, infrequent personal messages are acceptable if they do not interfere with work. Large personal email messages are not to be stored on Council’s facilities. 23.5.3 Email with multimedia or documents attached should be stored outside of the email system. The email system is not designed to store these items long term. Contact Information Technology for assistance in archiving these items appropriately. 23.5.4 Where staff are absent for longer than two working days, managers are to ensure that email other than confidential items for these staff members is read and where possible acted upon. 23.5.5 Section managers in consultation with coordinators and supervisors will ensure that email is used professionally within their respective areas. 23.5.6 When sending email messages, meaningful descriptions are to be inserted in the 'Subject' heading. This will enable unwanted messages to be quickly deleted. 23.5.7 Emails to be kept for record purposes must be filed in Council’s record management system. Emails may need to be filed as a hardcopy if paper-based records are used. Storing email within the email system or as a local copy in a computer file is insufficient. 23.5.8 Employees are not to use another employee’s email account to send email messages except where expressly approved by the General Manager. 23.5.9 Employees may not change another person’s message and pass it on without making clear where you have made changes. 23.5.10 Electronic copies of written signatures are not to be used on emails and shall be removed from any attachments before sending since they can be easily copied from an email or attachment. Such signatures may provide legal empowerment in law and shall be protected.

Email Usage. 23.5.1 Council may access any email to support its business functions. 23.5.2 Short, infrequent personal messages are acceptable if they do not interfere with work. Large personal email messages are not to be stored on Council’s facilities. 23.5.3 Email with multimedia or documents attached should be stored outside of the email system. The email system is not designed to store these items long term. Contact Information Technology for assistance in archiving these items appropriately. 23.5.4 Where staff are absent for longer than two 2 working days, managers Managers are to ensure that email other than confidential items for these staff members is read and where possible acted upon. 23.5.5 Section managers Managers in consultation with coordinators Coordinators and supervisors Supervisors will ensure that email is used professionally within their respective areas. 23.5.6 When sending email messages, meaningful descriptions are to be inserted in the '“Subject' ” heading. This will enable unwanted messages to be quickly deleted. 23.5.7 Emails to be kept for record purposes must be filed in Council’s record management system. Emails may need to be filed as a hardcopy if paper-based records are used. Storing email within the email system or as a local copy in a computer file is insufficient. 23.5.8 Employees are not to use another employee’s email account to send email messages except where expressly approved by the General Manager. 23.5.9 Employees may not change another person’s message and pass it on without making clear where you have made changes. 23.5.10 Electronic copies of written signatures are not to be used on emails and shall be removed from any attachments before sending since they can be easily copied from an email or attachment. Such signatures may provide legal empowerment in law and shall be protected.