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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: October 31, 2020  Amends - GO 13.1.10 ( October 20, 2017 ) Number: 13.1.10 Distribution: All Personnel Review Month: August Reviewing Authority: Undersheriff / Information Technology Subject: Outlook (E -Mail) Guidelines This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to provide direction on proper use of agency provided e -mail tools. 2. Policy It is the policy of this agency that all employees creating e-mail utilizing the e -mail system provided by Orange County Government shall , in compliance with state and federal law, agency policies and procedures and with normal standards of professional and pe rsonal courtesy and conduct. 3. Definitions A. Animated Graphic File – any computer graphic file that depicts movement or color changes in any way. B. Content Manager – an agency employee designated by a Division Commander or equivalent who is responsible for reviewing and posting proposed announcements to the agency bulletin board. C. E-Mail – Electronic messaging. D. Logon – the unique identifier that is assigned to each user account. The logon usually indicates the name of the person to whom the account is regis tered. E. Outlook – Microsoft software that permits the sending and receiving of electronic messaging. Outlook also contains folders to store mail, a calendar for scheduling, and internet access. F. Password – a string of characters, either alpha and/or numer ic, created by the account user. A password is required, along with a logon, in order to access a user account. G. Server – a high capacity computer that stores and retrieves data. 13.1.10, Page 2 of 5 H. User account – an account established for agency personnel authorized to us e e- mail. Authorized agency personnel shall have a user name and password for accessing their account. 4. Procedures A. The e -mail utilized by the Orange County Sheriff's Office is provided by Orange County Government. This includes the servers that proce ss and store e -mails, the Outlook licenses, and the daily administration of, and monitoring the usage of each account. 1. The electronic mail services may not be used for: unlawful activities; commercial purposes not under the auspices of the Agency; perso nal financial gain; or uses that violate other Orange County Sheriff’s Office policies or procedures. The Orange County Government mail services may be used for incidental personal purposes provided that, in addition to the foregoing constraints and condi tions, such use does not: (i) directly or indirectly interfere with the Orange County Sheriff’s Office , or Orange County Government’s operation of computing facilities or electronic mail services; (ii) burden the agency with noticeable incremental cost; or (iii) interfere with the e-mail user’s employment or other obligations to the agency. E -mail records arising from such personal use may, however, be subject to the Florida Public Information Laws. 2. All e-mail created via the county email system will only contain that art work or graphics essential to convey the intended business message. 3. The signature block of the email may contain all or part of the following: a. Name, Rank, Title b. Work location or assignment c. Work phone d. Cell phone e. Email address f. Agency web site or URL and agency social media hyperlinks g. Job related certifications such as Certified Forensic Computer Examiner or CFCE. 4. No other text or graphic may be included in the email signature block . Please refer to the Agency Style Guide for additional information. B. Requests for e -mail accounts will be to the Information Technology (IT). This may be accomplished by e -mail, inter -office mail, or by call ing the IT Service Desk at 407-254-7300. IT shall notify the new user when the account is activated . C. Each user account has a fixed size mailbox that can contain a limited amount of data. Agency users shall properly maintain their e -mail accounts by re ading their e - mail on a regular basis, deleting messages not needed, filing messages needed to be maintained in folders, and professionally responding to those e -mails requiring a response. All e -mails are subject to the Florida Public Records Statute. D. Use of the Sheriff’s Office distribution list is restricted to employees authorized by a Division Commander or designee. 13.1.10, Page 3 of 5 E. Training shall coordinate and/or provide Outlook instruction and/or training to authorized users. F. Background wallpaper used to pr ovide background on messages will not be used for routine daily messages. G. Agency users away from their workstation shall confirm that their PC is locked or logged out to prevent unauthorized use of their e -mail account. H. Public Information Requests 1. All requests from the public or media for information regarding an employee’s use of e -mail will be referred to Legal Services. After review, Legal Services may forward the request to the Orange County S heriff’s Office IT Security Manager for action, o r refer the request directly to Orange County Government’s Security Administrator. 2. Orange County Government’s Security Unit (ISS) shall be responsible for retrieving such data. I. Abuse of e -mail messages or failure to properly maintain mailboxes may result