As Solihull MBC we have published an Acceptable Use Policy for Email and are
obtaining all users signatures that they agree to abide by it.
We allow reasonable personal use -
"The Council e-mail facilities are provided primarily for business
use. However a limited, reasonable amount of personal, private use will be
allowed: this personal use should be in your own time where possible, but
occasional, reasonable use in work-time is permitted. Personal use should
be restricted to short messages, and you must not include attachments to
personal e-mail circulated within the Council."
and in the next paragraph have included the warning that -
"E-mail monitoring
All e-mail (including personal e-mail) is logged, and the Council
reserves the right to inspect the contents of any e-mails you send or
receive. You should be aware that deleted e-mails can also be retrieved.
The Council will not inspect individual e-mails unless there
is a reasonable suspicion that this or any other Council policy has been
breached. Guidance and authorisation for any such inspection should be
sought from an appropriate senior manager.
There may be occasions when you are off work for an
unexpected period, and it may be necessary for your manager to be given
access to your mailbox.
The Council may also use the log files to analyse overall
traffic and usage."
I have said that we should have a log of any monitoring runs and that no run
should be carried out without a written request for the operation that is
authorised by a senior manager.
I wonder if any of you have produced a supplementary policy relating to the
proper use of such monitoring.
I was thinking that anyone receiving the data should sign an undertaking not
to use it for any other purpose and should agree to destroy any files
produced as soon as they are no longer required. (Avoiding the "I'll keep
this just in case" problem).
(Replies in English please!)
Colin Chinery
Data Protection & IT Training Officer
IT Services Division
Tel: 0121 704 6251 Fax: 0121 704 8034
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DISCLAIMER:
'This e-mail and files transmitted with it are confidential and intended solely for the use of the individual to whom it is addressed. If you are not the intended recipient please notify the sender immediately and delete the message. Any views or opinions presented are solely those of the author and do not necessarily represent those of Solihull Council unless explicitly stated otherwise. Solihull Council may monitor the contents of e-mail sent and received via its network for the purposes of ensuring compliance with its policies and procedures.'
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