I suppose it depends on what place you work at and the policy that is in
place.
Using the analogy of snail mail, anything addresses to the company is
generally opened by the company.
Guess what , your domain smw.com.au is registered to your company.........
I'm sure your bosses would be peeved if you got all your personal snail mail
sent c/- the company
If you are a government department, you may well be limited by acts of
parliament/congress that means you must log/track incoming/outgoing
information.
I have 2 or 3 years worth of CD's of all emails in and out of the company to
COA if someone has committed something on behalf of the council that is
later disputed. I do not consider this a problem or privacy issue as I am
not going through thousands of emails deciding which is business and
personal. there should not be any personal, period.
As for a member of staff stumbling across and email we were not meant to
see, IMHO if it breaches clearly defined rules and policies *and* you came
across it whilst carrying out your normal duties e.g.
1) offensive explicit emails - nail the him/her this one is best via HR if
you have an HR person
2) the fact there is a merger in the wind or the CEO is about to jump ship -
just go buy/sell the shares (oops, that is insider trading! nope cannot do
that)
Here is an example policy....................
Electronic Mail Policy
This "council" provides and encourages the use of Email as an efficient
means of business communication for Council operations. However there are
areas where Email can be misused or misunderstood.
Note: For the purpose of this policy, Email refers to anything viewed,
received, sent or stored via the council's electronic mail services
(including attachments), internally or externally.
Related Policies
1. Computer Use Policy (#651167)
2. Internet Policy (#684199)
3. Information Policy
Content
1. All Email messages are deemed a Council record if sent, stored, or
received on Council's information technology facilities. As such they
constitute a Council record subject to disclosure under the Local Government
Official Information and Meetings Act 1987, Privacy Act 1993, other laws, or
as a result of litigation.
2. Users of Email are expected to do so responsibly, and with normal
standards of professional and personal courtesy and conduct.
Privacy
3. Both the nature of Email and the public nature of Council's business make
Email less private than users may anticipate.
4. Council reserves the right to access (view) and monitor Email sent and
received internally or externally. Continued use of the system is
considered to be consent to that monitoring. Routine reporting to
management will occur.
Integrity
5. It is possible for others to modify Email without the senders' authority
or knowledge.
6. All external Email will only be sent via the councils email gateways.
This ensures the emails are virus checked.
7. Scanning of inward and outward Email will be carried out to ensure
internal systems are not compromised for example virus checks.
8. The council may restrict inward and outward Email types to ensure
internal systems are not compromised for example .exe files.
9. In the case where any email is blocked from being sent or received, an
email will be sent to the sender and receiver stating why the email was
blocked and for the staff member to contact helpdesk for it to be released.
The only exception where the sender and receiver will not be notified will
be under the instruction of Human Resources, on behalf of a staff member,
where an incoming message may be blocked due to harassment or abuse issues.
Usage/Ownership
10. Council Email services are Council facilities.
11. Access to Council Email is provided exclusively for staff and Councilor
use. Users are responsible for Email sent in their name. Users must not
use another person's Email unless authorized.
12. When creating and sending Email, take care not to give the impression of
representing, giving opinion, or otherwise making contractually binding
statements on behalf of Council, unless appropriately authorized to do so
(see the Delegations Manual).
13. Personal use of Council Email is not encouraged and will not be
supported by Computer Facilities. Personal use is a privilege that may be
restricted by the Council.
14. All external Email will incorporate the following general disclaimer:
"This is not an official statement of the "the council", unless stated
otherwise".
This disclaimer will be automatically applied to all mail leaving the
council at the email gateways.
15. Email that relates to official Council business must comply with the
organizational filing requirements.
16. Email may not be used for:
? unlawful activities
? commercial purposes not under the auspices of Council
? communication that puts the reputation of Council at risk
? offensive material
17. When there is reason to believe that violation of policy or law has
occurred disciplinary action may be taken.
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This e-mail is not an official statement of the
Waikato Regional Council unless otherwise stated.
Visit our website http://www.ew.govt.nz
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