Email and Internet Policy

1General Policy

1.1Policy Statement

Cleveland Fire Support Network owns and operates a variety of computers, which are provided for use by its staff and volunteers in support of the organisation’s activities. All users have a responsibility for ensuring that these facilities are used in a professional, ethical and lawful manner.

1.2Purpose of the Policy, Procedures and Guidelines

This policy has been created to establish rules and procedures that define acceptable use of IT systems. Unacceptable use is strictly prohibited and can form grounds for appropriate disciplinary or legal action.

1.3Scope

This Policy, Procedures and Guidelines applies to all employees, volunteers, contractors, temporary staff and any other users of Cleveland Fire Support Network’s IT system (“users”). The policy applies to all computer and data communication systems owned by and/or administered by Cleveland Fire Support Network or Cleveland Fire Brigade.

1.4Introduction

The use of email and the Internet is intended to facilitate the achievement of the organisation’s objectives and improve communication.

The use of Internet and email facilities, however, exposes the organisation to risks. It is not possible to control all information available on the Internet or received electronically and therefore it is the responsibility of the individual to determine the quality and content of information available.

This policy is intended to establish the parameters of acceptable use. Some well-publicised employment tribunal decisions have shown the potentially serious effects of computer misuse in areas such as harassment, defamation and inadvertent information on contracts. This can lead to substantial legal costs and could also damage the reputation of Cleveland Fire Support Network.

1.6Personal use, Access and Monitoring

1.6.1Cleveland Fire Support Networks email and Internet applications are provided for business use only, only minimal personal use is permitted, for example a quick response to a private message or a personal emergency. All such communications should be marked “Private” and staff and volunteers must be aware that they may be subject to monitoring as set out below. Personal email must not be used for business purposes.

1.6.2Employees and volunteers are given Internet access, as deemed necessary, in order to carry out their duties, therefore there should be no expectation of privacy in the use of the system. Users of Cleveland Fire Support Network’s Internet facilities waive any right to privacy in anything they view or access using the organisation’s systems.

Cleveland Fire Support Network will determine the appropriate firewall protection for individual offices. Firewall implementation helps in the exclusion of undesirable web sites. Also there are a lot of undesirable websites that have been blocked to view by Cleveland Fire Brigade.

Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations whichcame into force on 24th October 2000 set out the circumstances whereby employers (in this case Cleveland Fire Support Network) may intercept communications without the consent of employees. These are:

  • Recording evidence of business transactions.
  • Establishing the existence of facts
  • Policing and enforcing company policies.
  • Receiving or redirecting employee messages during absence.
  • Preventing or detecting crime, fraud or corruption.
  • Monitoring standards.
  • To investigate or detect unauthorised use (such as more than minimal personal use)
  • Ensuring the security of the system
  • Preventing computer viruses.

Staff should therefore be aware, that as they are provided with email and Internet access solely for the purpose of assisting with their duties, monitoring to enforce Cleveland Fire Support Network’s policies and to comply with legal requirements will be carried out at regular intervals.

1.6.3Monitoring will be undertaken in two forms, depending on the type of connection provided:

  • Internet usage may be electronically monitored to include time spent on-line and sites visited.
  • Internet access audit logs have been, or may be, installed on all Internet PCs. It is a disciplinary offence to amend or delete these log files without the approval of the Manager. These logs may be subject to random scrutiny by the line manager or Manager.

2Email Policy

2.1Cleveland Fire Support Network reserves the right to monitor and retrieve, at all times, the contents of any message sent or received for the purpose of monitoring, irrespective of whether the use is legitimate or not, to assist in the investigation of alleged wrongful acts or to comply with any legal obligation.

It is a condition of the use of these systems, that all users prevent and report any serious or recurring misuse or abuse.

2.2Inappropriate use of Cleveland Fire Support Network’s email can result in disciplinary action, which in serious cases can result in summary dismissal. (See below for examples of inappropriate use).

2.3Users must be aware that email can be deemed in law to constitute publication and therefore the standard laws of libel apply.

2.4Email services may be monitored and if necessary intercepted.

2.5Email services may be restricted or removed as deemed appropriate by Cleveland Fire Support Network or Cleveland Fire Brigade.

2.6Incorrect or inappropriate use can cause a variety of problems, ranging from criminal offences, to legal claims made against individuals and Cleveland Fire Support Network. Users should note that compliance with this policy will be monitored. The intellectual property rights and confidentiality of mailed information remains the right of Cleveland Fire Support Network.

2.7Email must not be used to send messages to any public mailing lists or newsgroups, as these can be archived and searched on the web – providing a mechanism for anyone wanting to search for the names or email addresses of Cleveland Fire Support Network staff. Where staff needs to access such a group as part of legitimate business activity they should first obtain the agreement of their line manager and Manager.

2.8Users should ensure that messages are only sent to the appropriate people. Sending emails to large groups of people without good cause is a waste of scarce resources.

2.9Cleveland Fire Support Network’s email is not, as standard, routinely encrypted, and until such time as the organisation adopts a secure transmission technology, standard Email should not be used to transmit confidential information externally.

2.10All computers used to send and receive emails, must have appropriate Anti-Virus software installed, running and kept up-to date.

2.11All staff are required to use a standard format for signing off emails.

A general guide in the use of email can be found at Appendix A.

3Internet Policy

3.1Inappropriate use of Cleveland Fire Support Network Internet access can result in disciplinary action. (See below for a definition of inappropriate use). Each case will be dealt with on its merits; seriousness, frequency and proportionality will be taken into account.

3.2All access to the Internet should be sensible, and take into account the need to minimise the use of resources, including those which support Internet access and the user’s own time.

3.3Users who have personal Internet-based email accounts (e.g. Yahoo or Hotmail) must not access them while connected to the Internet on the organisation’s computers. Doing so may compromise Cleveland Fire Support Networks security.

3.4Middlesbrough Mind information should not be posted to the Internet without the approval of the Manager

3.5No user may download or install Internet based software without the written approval of the IT Department.

3.6All computers used to access the Internet must have appropriate Anti-Virus software, running and kept up-to-date.

3.7Internet services may be monitored and if necessary intercepted.

3.8Internet services may be restricted or removed as deemed appropriate by Middlesbrough Mind.

4Inappropriate Use

4.1Examples of inappropriate use of the organisation’s Email and Internet facilities are listed below. This list is not exhaustive.

  • The accessing, downloading or distribution of any message, picture or graphic that might constitute bullying or harassment on the grounds of gender, sexuality, race, religion, disability or age.
  • The accessing, downloading or distribution of any form of pornography, obscene or other offensive material.
  • The unauthorised accessing and downloading or distribution of confidential information about other employees, Middlesbrough Mind or its clients.
  • The accessing, downloading or distribution of copyright information or software in breach of copyright conditions
  • Using the system in a way that hampers its efficiency, such as downloading large files (1Mb and above) unless legitimately required for business use. Such operations should primarily be undertaken outside of normal office hours and with the awareness of the Manager.
  • Disclosure of passwords to any individual other than the line manager or Manager.
  • Non-work related use, such as on-line shopping, downloading music, personal email or booking holidays.
  • The accessing of on-line gambling.
  • Sending or copying chain letters, jokes, gossip etc.
  • The use of email or Internet systems for personal gain.

4.2Any employee using the email or Internet facilities as described will render themselves liable for disciplinary action, which in serious cases may result in summary dismissal.

5Guidance on Email Usage

5.1The use of email as a form of correspondence can be used as a standard contract confirmation. As such, users must ensure that the information, tone and context are correct prior to sending to ensure that individuals do not enter into contractual agreements unwittingly.

5.2The organisation’s email address book should not be released to any third party.

5.3Care should be taken in opening email attachments from un-known or unsolicited individuals/companies. Should users be unsure about the contents of any attachment or email, then the email and its contents should be deleted.

5.4If users do open inappropriate or unsolicited material that may cause concern, they must report this immediately to their line manager.

5.5Should users receive an email that has been incorrectly delivered they should contact the sender of the message by re-directing the message back to that person. If that message contains confidential information, they are not permitted to disclose or use that information.

Appendix A

Use of Email Guidelines

Introduction

Email is an excellent communication tool with many advantages when used effectively. It is, however, important to put it in the context of general communication to ensure that everyone gets the best out of the system.

Email should mainly be used for sending short messages or reports to individuals or particular groups.

Just because email access is available does not mean that it always has to be used. Consideration should be given as to whether it is the most effective medium for a particular message. Sometimes, it would still be best for other communication tools such as telephone or face-to-face meetings to be used for quicker resolution or understanding.

Email is so easy to use that it is sometimes used without the sender considering the effect that it will have on the recipient. There is a particular possibility that normal courtesies could be ignored. This can lead to a message coming across as being very abrupt or, at worse, aggressive.

The following guidelines aim to help keep emails short while ensuring their effectiveness and avoiding the risk of inappropriate use.

Style and Etiquette

Writing an email often reads as a transcript of speech, and therefore has all the aspects of spontaneity and informality, however, this increases the likelihood of misinterpretation or confusion. This is because email, as in all written communication, lacks the clues provided by body language in face-to-face communication and of voice tone when talking on the telephone. With this in mind it is important to think about how to write messages which are brief and to the point without appearing abrupt.

It is important to realise:

  • When communicating with someone for the first time, it helps to add some introductory information about the sender. For instance, job title, reason for approach, names of mutual contacts and so on.
  • If asking for something to be done for the sender or on their behalf, use pleases and thanks in the normal way.
  • Never use email to give negative feedback to, or about, a colleague or other member of staff, or to make derogatory comments about someone.
  • Do not say anything on an email that would not be said face-to-face.

Writing Style

Cleveland Fire Support Network staff should use the following style:

  • Keep it short and simple, using plain English at all times, avoiding jargon and gobbledegook.
  • Email messages cannot easily convey tone, humour or irony so be careful not to write messages which rely on verbal emphasis or tone.
  • If the email is a request for something, keep the tone friendly, providing all relevant background information at the beginning, otherwise there is the risk of coming across as blunt or impolite.
  • Do not type messages in capital letters or a bright colour as IT CAN HAVE THE EFFECT OF SHOUTING AT THE RECIPIENT.
  • Use proper grammar and sentence structure as you would in a letter and use the spell check.
  • Always read a message prior to sending it, in order to check the correct tone and meaning has been used.

Using the cc function on email

The cc function literally means ‘carbon copy’, and should be used only to copy someone who has a genuine need to be aware of the communication. It is not uncommon for this mode of cross communicating to be far too readily used, with the usual result that individuals ignore cc emails as they are in receipt of far too many irrelevant communications.

Please bear in mind:

  • It is inappropriate to cc a person’s manager as a way of letting them know that the sender is unhappy with something the person has done, not done or said. Such communication must be done independently and direct to the manager in question. Remember that emails should not contain what would not be said or implied directly.
  • Where possible, email should not be used as the method of complaint.
  • Be clear what the expectations are of the people sent a cc note, and why they are being included.

Using Mailing Lists

Please ensure that everyone on a mailing list will have an understanding as to why they have received the message. Messages are far too often broadcast to ALL, when only a small number of individuals are correct recipients.

Using Attachments

Email is a great format in which to forward electronic data. However, it is important that you are aware of the network resources large email attachments can consume. Where possible, do not send emails with large multiple attachments and do not use standard document templates containing colour logos. These can occupy over 1Mb of data, and be difficult for staff to access using standard modems to access their emails.

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