Email Use

Policy

Category: Information Technology
Subject: Email Use
Division: Finance and Corporate Operations
Policy Number: CA.54.01.106
Effective Date: January 4, 2016

POLICY STATEMENT

  1. An employee’s work email account is only to be used for Wellington-Dufferin-Guelph Public Health (WDGPH) business purposes.
  2. When necessary, employees are permitted to send internal emails which contain limited Personal Health Information (PHI). De-identifying as much as possible by using client numbers or system identifiers rather than the full name.
  3. Caution must be taken if downloading attachments using a public or personal computer.
  4. Downloading of attachments containing PHI is prohibited.
  5. External email with PHI should be sent using the Ministry’s secure email system “OneMail”.
  6. Failing that, all PHI should be in included in an attachment, which is password protected. The password to the attachment must be transmitted separately to the recipient.
  7. Users are not permitted use non-company email accounts, such as Hotmail, Yahoo, AOL, to conduct company business.

The purpose of this policy is to outline the acceptable use of email at WDGPH.

SCOPE

This policy applies to all employees at WDGPH including contractors, consultants, volunteers, and all personnel affiliated with third parties.

RESPONSIBILITY

Management will:

  • Identify which employees require access to OneMail and contact IT Department.

IT Department will:

  • Conduct audits if necessary to determine the proper usage of email accounts;
  • Maintain/update user profiles in Active Directory for users who require access to OneMail; and
  • Provide access to OneMail address pages in Outlook.

Employees:

  • Will be responsible for following the email policy and guidelines for acceptable use;
  • Authorized users shall conduct email messaging in the same manner as they would other business correspondence, being mindful of the fact that email transmissions over the Internet are not secure and may be intercepted, and that email is subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act;
  • Email messaging containing PHI must be done through internal mail, OneMail, or encrypted/password protected attachment. Correspondence must be to someone within the client’s circle of care and is subject to the provisions of the Personal Health Information Protection Act;
  • Authorized users are responsible for all email sent from their individual user name and should take appropriate precautions to ensure that their password is not shared with anyone, except within the terms of this policy;
  • For common or general use accounts, access is granted on a per need basis. A specified authorized user is responsible for the content and management of these accounts; and
  •  Employees may use their personal non-work email accounts during breaks and lunch as outlined in policy CA.54.01.107 Internet Access. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.54.02.106 Email Use
CA.54.01.107 Internet Access
Municipal Freedom of Information and Protection of Privacy Act;
Personal Health Information Protection Act;

CONTACT FOR INQUIRIES

Manager, Operations and IT

APPROVED BY

Director, Finance and Corporate Operations 


Procedure

Category: Information Technology
Subject: Email Use
Division: Finance and Corporate Operations
Procedure Number: CA.54.02.106
Effective Date: January 4, 2016

PROCEDURE

The purpose of this procedure is to outline the steps for proper email signatures, and out of office settings. The signature should be used for both internal and external messages.

1.   Email is to be used for:

  • Distributing work-related correspondence, minutes, agendas and reports;
  • Responding to public inquiries;
  • Accessing work-related distance learning opportunities;
  • Creating work-related information resources;
  • Participating in work-related mailing lists or forums; and
  • Communicating with employees, and appropriate outside bodies such as levels of government, businesses, other public health units and citizen groups or residents.

2.   Email Signatures

To ensure that official email contact details are consistent, easy-to-read, and appear professional, follow these guidelines for your electronic signatures. Items marked * are optional.  Cell phone numbers can be added.

  • First name and surname;
  • Job title;
  • Qualifications: *University degrees; give these and other distinctions in abbreviated form after the name. No more than two abbreviations need follow a person’s name in correspondence. Select the two highest honours of different types and list in the order of precedence: first, distinctions, conferred directly by the Crown (QC, etc.); second, university degrees; and third, letters showing membership in societies and other distinctions. No periods are used. (Per the Canadian Style).
  • Agency name: Wellington-Dufferin-Guelph Public Health
  • Address: * Include complete mailing address with postal code.
  • Telephone: T:519-822-2715 or 1-800-265-7293 ext. xxxx
  • Fax:
  • Email:
  • Website: www.wdgpublichealth.ca
  • Agency vision and disclaimer/privacy statement are automatically inserted so they don’t need to be added.

Font
Acceptable fonts are Times New Roman (preferred) or Arial in a minimum 12 point. No italics.

Colour
Use black type on solid white background for optimum readability. Do not use colour background, pictures, patterns, or decorative motifs.

Example
Karen Greene, MA, APR
Communications Specialist
Wellington-Dufferin-Guelph Public Health
160 Chancellors Way
Guelph, ON, N1G 0E1
T: 519-822-2715 or 1-800-265-7293 ext. 9462
F: 519-836-7215
karen.greene@wdgpublichealth.ca
www.wdgpublichealth.ca

3.   Blackberry Signature

As above.

4.   Webmail Signature

 As above.

5.   Out of Office Settings

  • Set that you are currently Out of the Office;
  •  In the comment box below enter in the date you will be out of the office, or the date range if multiple days are involved; and
  • Provide an alternative contact in case of emergency.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.54.01.106 Email Use

CONTACT FOR INQUIRIES

Manager, Operations and IT

APPROVED BY

Director, Finance and Corporate Operations