Email Policy (Employee)

INTRODUCTION

Marion Military Institute’s (MMI) email services support the administrative activities of the Department and serve as a means of official communication by and between users and MMI. The purpose of this policy is to ensure that this critical service remains available and reliable, and is used for purposes appropriate to MMI’s mission.

POLICY

  • Electronic Mail (“email”) services shall be made available to every individual working at MMI for the
    purpose of conducting and communicating official business. Incidental personal use of
    email is allowed with the understanding that the primary use be job-related, and that occasional use
    does not adversely impact work responsibilities or the performance of the network.
  • Email services are provided only while a user is employed by MMI. Once a user is separated from MMI,
    the user’s electronic services are terminated and former employees may no longer access the contents
    of their mailboxes, nor should they export their mailbox to a personal account before departure.
  • Email users are advised that electronic data (and communications using MMI network for transmission
    or storage) may be reviewed and/or accessed by authorized MMI officials for purposes related to
    Department business. MMI has the authority to access and inspect the contents of any equipment, files
    or email on its electronic systems.
  • Email users do not have any expectation of privacy with regard to the contents of any such
    equipment, files or email on MMI’s electronic systems.
  • Intentional and unauthorized access to other people’s email is strictly prohibited.
  • Sending “spam”, chain letters, or any other type of unauthorized widespread distribution of unsolicited
    mail is prohibited.
  • Use of email for non-MMI-related commercial activities or personal gain is prohibited.
  • Use of email for partisan political or lobbying activities is prohibited.
  • Creation and use of a false or alias email address in order to impersonate another or send fraudulent
    communications is prohibited.
  • Use of email to transmit materials in a manner which violates copyright laws is prohibited.
  • MMI attempts to provide secure, private and reliable email services by following sound information
    technology practices. However, MMI cannot guarantee the security, privacy or reliability of its email
    service. All email users, therefore, should exercise extreme caution in using MMI email to
    communicate confidential or sensitive matters.
  • Upon separation from MMI, an employee’s mailbox will be made available to an authorized user who
    is assuming the separated employee’s responsibilities for 45 days during which time the authorized
    user should review and move any email messages containing institutional knowledge to his/her own
    mailbox. After 45 days the separated employee’s mailbox shall be archived and be inaccessible.

PROCEDURES

  • Employees should create an email account for personal use through a public service, such as the
    employee’s internet service provider, Gmail, Hotmail or Yahoo. Personal emails should not be sent to
    MMI email accounts unless absolutely necessary (e.g., school system emergency alerts would be
    acceptable personal items to be sent to a MMI email account).
  • When sending information that may contain personally identifiable information (PII), the user must
    encrypt the message.
  • Within MMI: You can email PII without protection if the recipient’s need for the information is
    related to his or her official duties. However, if you have any doubt about that, or to ensure
    protection, then you should password-protect the PII in a compressed file before you email
    within the Department. The password should be provided to the recipient in a separate form of
    communication (e.g., by phone, another email, or in person).
  • Outside of MMI: Email the PII within an encrypted, password protected, compressed
    attachment with the password provided to the recipient in a separate form of communication
    (e.g., by phone, another email, or in person).
  • Email users should be careful not to open unexpected attachments from unknown or even known
    senders, nor follow web links within an email message unless the user is certain that the link is
    legitimate. Following a link in an email message may execute code that can also install malicious
    programs on the workstation.