Electronic Communications

PURPOSE:   

Provide direction for state employees using electronic message systems such as electronic mail systems, voice mail systems, and other electronic media which generates, transmits, and displays correspondence for internal and external business communication.

1. Employees shall use state-provided electronic message sys­tems only for state business purposes. E-mail communications shall be professional in content. The content and tone of a message reflects on WSSB.

2. State-provided electronic message systems shall not be used for the transmission of information that promotes:

• discrimination on the basis of age, sex, marital status, race, creed, color, religion, gender identity or expression, national origin, sensory, mental, or physical disabilities, veteran status or sexual orientation;
• sexual harassment;
• copyright infringement;
• an employee's personal political or religious beliefs or
• a personal, outside business, or other financial benefit or gain or
• any unlawful activity.

3. Agency management may access data usually under an individu­al employee's control when necessary to carry out normal business functions.

4. Information of confidential matters should be maintained in locked files requiring a password/ passcode. 

5. Various levels of security will be maintained to ensure appropriate access by employees needing access to designated information.

6. Employees need to be aware that electronic mail could be sent to other than the intended recipient due to human error, therefore highly confidential information should either be hand delivered, or mailed and marked confi­dential.

7. Electronic mail messages are considered “Public Records” and are subject to public disclosure.
   
   References: Office of the Attorney General Policy II.04 Electronic Mail Use approved by the Ethics Board (pdf)