Policy Text
CATEGORY DATE ADOPTED LAST R EVIEW NEXT REVIEW
4 01/24/2011 10/01/201 8 10/01/20 20
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
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212 - Electronic Mail 1
POLICY 212 ELECTRONIC MAIL
212.1 PURPOSE AND SCOPE
The purpose of this policy is to establish guidelines for the proper use and application of the
Department’s electronic mail (email) system by employees of this department. Email is a
communication too l available to employees to enhance efficiency in the performance of job duties
and is to be used in accordance with generally accepted business practices and current law (e.g.,
California Public Records Act). Messages transmitted over the email system mu st only be those
that involve official business -related tasks and/or communication directly related to the business,
administration, or practices of the Department. Nominal personal use of email during authorized
breaks and lunch periods are acceptable, provided that such use does not interfere with the
employee’s job duties. Employees should also reference the City’s Personnel Rules {Section 16,
J} regarding Internet and email use.
212.1.1 ACCREDITATION STANDARDS
This section pertains to the followin g CALEA standards: 26.1.3
212.2 EMAIL RIGHT OF PRIVACY
All email messages, including attachments, transmitted over the Department computer network
are considered Department records and, therefore, are the property of the Department. The
Department rese rves the right to access , audit, or disclose for whatever lawful reason, any
message, including attachments, transmitted over its email system or that is stored on any
department system .
The email system is not a confidential system and t herefore is not a ppropriate for confidential
communications. If a communication must be confidential , an alternative method to communicate
the message should be used instead . Employees using the Department email system shall have
no expectation of privacy concerning comm unications transmitted over the system.
Employees should not use personal accounts to exchange email or other information that is
related to the official business of the Department.
212.3 PROHIBITED USE OF EMAIL
Sending derogatory, defamatory, obscene, disrespectful, sexually suggestive and harassing or
any other inappropriate messages on the email system is prohibited and may result in discipline.
Email messages addressed to the entire department are only to be used for official business
related items that are of particular interest to all users.
CATEGORY DATE ADOPTED LAST R EVIEW NEXT REVIEW
4 01/24/2011 10/01/201 8 10/01/20 20
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
____ __________
212 - Electronic Mail 2
It is a violation of this policy to transmit a message under another user’s name . Users are strongly
encouraged to log off the network when their computer is unattended . This added security
measure would mi nimize the misuse of an individual’s email, name and/or password by others.
212.4 MANAGEMENT OF EMAIL
Because the email system is not designed for long -term retention of messages, email that the
employee desires to save or that becomes part of an offici al record should be printed and/or
stored in another database. Users of email are solely responsible for the management of their
mailboxes. Messages should be purged manually by the user at least once per week.