IS7050 - E-Mail Security

Purpose

This procedure’s purpose is to ensure every student, employee, contractor, and temporary worker understands, and agrees to abide by, specific guidelines for using DMACC-provided electronic mail.

Scope

DMACC’s E-mail security procedure applies to all students, employees, contractors, temporary workers, volunteers, and others that operate DMACC -owned computers and/or access DMACC-provided Internet services and electronic mail systems. All use of the DMACC’s desktop computers, notebook PCs, servers, Internet communications and electronic mail systems must conform to the guidelines presented in this procedure.

Acceptable Use

DMACC provides e-mail as a means of increasing productivity, enabling electronic communications, and transacting business. E-mail services are provided as required to students, employees, contractors, temporary workers, volunteers, and other authorized agents only for the performance and fulfillment of job responsibilities. E-mail services are provided and supported only for the purpose of increasing productivity; e-mail service is neither provided nor supported for non-business activities; DMACC’s electronic mail systems are not to be used for personal activities.

Monitoring

E-mail communications offer an opportunity for non-authorized users to view or access DMACC information, including proprietary, sensitive, and confidential data. In order to properly audit and secure its network, systems, computers and data, the DMACC IT department monitors computer, system, and e-mail use; DMACC may, with approval from Human Resources or the Judicial Officer and without notice, monitor student, employee, contractor, temporary worker, volunteer and other use of DMACC-provided e-mail at any time. Information and e-mail messages passing through or stored on DMACC equipment or DMACC licensed cloud services can and will be monitored and will be archived for storage. Users should have no expectation of privacy when using DMACC-owned, DMACC-leased or DMACC-provided e-mail or systems.

Prohibited Use

Users shall not use the DMACC’s e-mail to view, download, save, receive, or send material related to or including any of the following:

• Illegal activities.
• Offensive content of any kind, including pornographic material.
• Content that promotes discrimination based on race, gender, national origin, age, marital status, sexual orientation, religion, or disability.
• Threatening or violent behavior.
• Gambling or wagering.
• Religious, political, or racial messages.
• Messages that misrepresent yourself or DMACC.
• Non business-related activities.

Responsibilities

When using DMACC-provided e-mail, employees, contractors, temporary workers, volunteers, and other users are required to:

• Abide by existing federal, state, and local laws and regulations.
• Honor copyright laws.
• Minimize unnecessary network traffic that may interfere with others’ ability to make effective use of the DMACC’s network resources and not overload the DMACC’s network with excessive, superfluous data.

Further, no user shall reveal or otherwise transmit or distribute sensitive, proprietary, or confidential business information via e-mail without prior written authorization. Users are reminded that the use of DMACC resources, including e-mail, should never create either the appearance or the reality of inappropriate use.

Message Forwarding

Recognizing that some information is intended for specific individuals and may not be appropriate for general distribution, e-mail users should exercise caution when forwarding messages. Sensitive DMACC information must not be forwarded to any party outside DMACC without prior written approval. Blanket forwarding of messages to outside parties is prohibited without prior written approval.

Security

Users are reminded that the DMACC’s e-mail systems are not encrypted by default. DMACC cannot guarantee that any message sent or received using DMACC-provided e-mail is secure or private. Regardless of circumstances, individual e-mail account passwords must never be shared or revealed to anyone other than the actual authorized user.

Ownership

As a productivity enhancement tool, all e-mail messages, including backup and archive copies, sent, or received using DMACC-provided e-mail accounts and systems, Internet access or equipment become the property of DMACC. Neither e-mail accounts nor e-mail messages sent or received using DMACC-provided systems or equipment are the property of users.

Violations and Penalties

Violations of the E-mail Usage Procedure could result in disciplinary action leading up to and including suspension or termination of student status, termination of employment and civil and/or criminal prosecution under federal and/or state laws.